Manage Products

  • The products will be managed in two tabs:
  • Products > Products: This tab stores all the general information of the products managed by the organization
  • Products > Inventory: This tab serves as a ledger to track the changes of product quantity in the Depot shelves throughout the manufacturing and sales processes
  • The product can be Single item:
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A beer bottle

  • Or they can come in a Case, each case consists of multiple single items:
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A beer crate, carrying 20 units of beer bottles

  • In this model, each product case is considered a Stock Keeping Unit (SKU)

Locate the Products and Inventory tab

  • Product general information: Navigate to Products > Products tab
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  • Product Inventory: Navigate to Products > Inventory tab
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Create products

  • To create new products, you have to navigate to Products > Inventory tab
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Product information fields

Basic product information fields

Information fieldDescription & Input
Organization
(Web form)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
The Depot which manages the product being created
2. Input rules:
Click on this field. Input the Organization Name/Organization Code of the appropriate Depot into the search bar, then select from the drop down menu
Note:
The Organization Name/Organization Code can be found under "Organization Name" and "Organization Code" columns in "Organizations > Organization List" tab
Product Category (Web form); Product Category Code (Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
The product category in which the product being created belongs
2. Input rules:
Web form:
Click on this field and choose the appropriate value from the drop down menu
Excel template:
Copy the appropriate Product Category Code on Web app, then paste into this cell
The category code can be found under "Category Code" column in "Products > Product Categories" tab
Product Code
(Web form + Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
A management code assigned to the product being created
2. Input rules:
Format: Must not contain spaces
For example: "Product 01" is not acceptable; "Product_01" is acceptable
Important Note:
For products that you don't want to synchronize with the external resource planning system, input the prefix consists of the following two symbols: Hash and Underscore
For example: Products with product code "#_Product01" will not be synchronized with the external resource planning system
Parent Product Code
(Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
Management code of the product that is on the upper level to the product being created
2. Input rules:
Copy the value in the Product Code cell then paste into this cell
Product Name
(Web form + Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
Product name of the product being created
2. Input rules:
Format: Free-form
Number Per Case
(Web form + Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
Number of single items in a whole case, if the product being created is normally stored in a case
2. Input rules:
Input the value in numbers. Do not input the unit
For example: A beer crate has twenty four single bottles. Input the following value into the field/cell: 24
Case Price
(Web form + Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
Price of a whole case of the product being created
2. Input rules:
Input the value in numbers. Do not input the unit
For example: The product being created has the Case price of two hundred dollars. Input the following value into the field/cell: 200
Item Price
(Web form + Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
Price of a single item of the product being created, if the sales orders include single items of that product, not just whole cases
2. Input rules:
Input the value in numbers. Do not input the unit
For example: The product being created has the Item price of forty dollars per item. Input the following value into the field/cell: 40
Product Discount
(Web form)
(Optional)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
The money value to be subtracted from the total value of any Sales order that includes the product being created
This value is fixed, regardless of how many whole cases/single items are loaded
2. Input rules:
Input the value in numbers. Do not input the unit
For example: You want to discount two dollars from the total value of any sales order that includes the product being created. Input the following value into the field/cell: 2
If there is no discount, input the following value into the field/cell: 0. Do not leave the field/cell blank
Weight (kg)
(Web form + Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
Weight (In kilogram, or kg) of a Case of the product being created
2. Input rules:
Input the value in numbers. Do not input the unit
If the value is a decimal, separate the whole number part and the fractional part by a decimal point. Do not use comma
For example: The weight of a case is zero point eight kilogram. Input the following value into the field: 0.8
Volume (m3)
(Web form + Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
Volume (In cubic meter, or m3) of a Case of the product being created
2. Input rules:
Input the value in numbers. Do not input the unit
If the value is a decimal, separate the whole number part and the fractional part by a decimal point. Do not use comma
For example: The volume of a case is zero point eight m3. Input the following value into the field/cell: 0.8
Quantity
(Web form + Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
Quantity of the Cases for the product being created. Value in this field will show up under the "On-Hand" column in "Products > Inventory" tab
2. Input rules:
Input the value in numbers. Do not input the unit
For example: The product being created has two hundred cases in the warehouse. Input the following value into the field/cell: 200
Form/Unit (Web form); Unit (Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
The unit of measure for the product being created
2. Input rules:
Format: Text
For example: The product being created is beer crate. Input the following value into the field/cell: Crate
Conversion Unit
(Web form + Excel template)
(Optional)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
Conversion ratio from the unit of measure of the product being created to a default unit of measure specified by the management organization
This field is used to calculate the price of Transport service by product
2. Input rules:
Input the value in numbers. Do not input the unit
For example: The default unit of measure specified by your organization is Pack. If the unit of measure of the product being created is Crate, around 2.5 times larger in volume (or other attributes, depends on how the management organization specifies) than Pack, input the following value into the field/cell: 2.5
Start Date
(Web form + Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
The date when the product being created is officially started being produced
2. Input rules:
Format: mm/dd/yyyy (Month/Date/Year)
Web form:
Choose the date on the drop down calendar by clicking on this icon:
Excel template:
Input in mm/dd/yyyy format, similar to Web form
End Date
(Web form + Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
The date when the product is officially deemed expired
After this date, the product will be hidden, not visible on the system
2. Input rules:
Same as Start Date field
Temperature (Web form); Temperature Level (Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
Temperature level of the product being created
There are three temperature levels: Ambient; Chilled; Frozen
Read more about this configuration at this article: Optimize routes with Cold Chain
2. Input rules:
Web form:
Click on the appropriate radio box
Excel template:
Input only one of these values into the cell: F, A, C
The above letters represent these temperature levels respectively: Frozen, Ambient, Chilled
Properties (Web form); Variant Property (Excel template)
(Optional)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
Special attributes of the product being created, to better manage the product
Each property consists of three information fields:
Property Name: A name assigned to that property
Property Type: Data type of the property: A string of text, A specific date or A number
Property Value: Exact value of the property, only able to input after choosing Property Type
Note:
Each product can have multiple properties
2. Input rules:
Web form:
Click on this icon to add one property:
Input value into the fields of the property sequentially from left to right
Excel template:
Input the property into the cell in the format below:
Property Name : Property Type : Property Value
(Notice there is a space on each side of the colon)
Property Name: Input name of the property, similar to Web form
Property Type: Input either of these numbers: 1, 2, 3
These numbers represent these values in Web form respectively: Text, Date, Number
Property Value: Input the value of the property, similar to Web form
Note:
If there are multiple properties, two adjacent properties will be separated by a vertical line, with a space on each side of the vertical line
For example:
Color : 1 : Red | Expiry : 2 : 12/20/2018
Means there are two properties:
First property:
Property Name: Color
Property Type: Text
Property Value: Red
Second property:
Property Name: Expiry
Property Type: Date
Property Value: 12/20/2018
Product Serial
(Excel template)
(Optional)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
The serial number of the product being created
2. Input rules:
Format: Free-form
Tracking By
(Web form + Excel template)
(Required)
On Web form: Product Detail tab
On Excel template: Import_Product_Template
1. Description:
The tracking mode of the product being created
There are three mode options: Tracking by Serial; Tracking by Lot number; and No tracking
2. Input rules:
Web form:
Click on the appropriate radio box
Excel template:
If the product is tracked by Lot number, input the following value into this cell: 1 - Lot Number
If the product is tracked by Serial number, input the following value into this cell: 2 - Serial Number
If the product is not tracked, input the following value into this cell: 0 - No Tracking

Information fields of products tracked by Lot number

Information fieldDescription
Organization Code
(Excel template)
(Required)
On Excel template: Import_LotNumber_Template
1. Description:
The Depot which manages the product being created/updated
2. Input rules:
Copy the Organization Code of the appropriate Depot on Web app, then paste into this cell
Note:
The Organization Code can be found under "Organization Code" column in "Organizations > Organization List" tab
Product Code
(Excel template)
(Required)
On Excel template: Import_LotNumber_Template
1. Description:
The product code of the product you want to update
2. Input rules:
Copy the appropriate Product Code on Web app, then paste into this cell
Note:
The Product Code can be found under "Product Code" column in "Products > Inventory" tab
Lot Number
(Web form + Excel template)
(Required)
On Web form: Lot Number tab
On Excel template: Import_LotNumber_Template
1. Description:
The product lot number of the product being created/updated
2. Input rules:
Format: Free-form
Web form:
QC Number
(Web form + Excel template)
(Required)
On Web form: Lot Number tab
On Excel template: Import_LotNumber_Template
1. Description:
The quality checking number of the product being created/updated
2. Input rules:
Format: Free-form
On-hand Quantity
(Web form + Excel template)
(Required)
On Web form: Lot Number tab
On Excel template: Import_LotNumber_Template
1. Description:
The on-hand quantity of the product being created/updated
The value input into this field will replace the value currently displayed on Web app
2. Input rules:
Only input the value in numbers. Do not input the unit
For example: The product being updated is beer crate. You want to update the on-hand quantity of this product to two hundred thousand crates. Input the following value into this field/cell: 200000

Create product using Web form

  • Please refer to the CRUD functions article to know the general steps about creating single object using web form

Create product that is not tracked by Product Lot/Serial Number

  • If the product being created is not tracked by Product Lot/Serial Number, click on No tracking radio box on in Tracking by field of Product Detail tab

Create product that is tracked by Lot number

  • If the product being created is tracked by Lot number, you have to click on By lot number radio box on in Tracking by field of Product Detail tab. After that, input other information fields on Lot Number tab
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  • On Lot Number tab, after you have input information into all three fields of a product lot: Lot Number; QC Number; On-hand Quantity, click on Add Lot Number to confirm creating that product lot. The recently created product lot will appear under the On-hand Quantity table below
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  • You can continue to input information for other product lots following the steps above
  • The total quantity of all product lots will be automatically calculated and displayed in the Total Quantity field
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  • If you incorrectly input information for a product lot, you can click on the icon of that product lot to remove it
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Create products using Excel template

  • Please refer to the CRUD functions article to know the general steps about creating multiple objects using Excel template

Create products that are not tracked by Product Lot/Serial Number

  • You need to click on Import Product icon to download the correct Excel template Import_Product_Template.xlsx
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  • You will notice in the Excel template Import_Product_Template, there is no Organization field. Therefore, you also have to choose the management organization for the products being uploaded. On the Upload Data form, you need to click on the Organizations field, input the Organization Code of the Manufacturer into the search bar, select from the drop down menu. Next, click on the All organization check box. Then, click on Start Upload. The products being uploaded will show up in the inventory of all Depots under the Manufacturer
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Create products that are tracked by Lot number

  • First, you need to click on Import Product icon to download the Excel template Import_Product_Template.xlsx
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  • If the products being created are tracked by Lot number, aside from using the Excel template Import_Product_Template.xlsx, you will also have to click on Import Inventory By Lot Number, download the Excel template Import_LotNumber_template.xlsx, input information fields into that Excel template then upload onto the system
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  • Note:
  • In the Excel template Import_LotNumber_template.xlsx, if a product has multiple product lots, input the information for each product lot on a separate row
  • If some products and their product lot number already exist on the system, then after you have uploaded the Excel template onto the system, the information input in the QC number and On-hand quantity fields of the Excel template will replace the existing information on the system for those products

Update product information

  • Navigate to Products > Products tab
  • Please refer to the CRUD functions article to know the general steps about updating objects in Abivin vRoute

📘

You will only be able to update product information in this tab. To update product quantity, please navigate to Products > Inventory tab and follow the instruction in this article: Manage Product Inventory

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Delete product

  • Navigate to Products > Products tab
  • Please refer to the CRUD functions article to know the general steps about deleting objects in Abivin vRoute
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Search product

  • Users can search for a specific product by inputing either the Product Code or Product Name of that product into the search field on both the Products and Inventory tabs
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Track product inventory changes

  • As we have introduced at the beginning of the article, the Products > Inventory tab is where you can track the change of product inventory during the delivery process
  • Below are the information fields that help you keep track of the inventory change of a particular product:
Information fieldDescription
On-handThe total SKU quantity that are physically located in the warehouse at the current time
PickedThe SKU quantity in the Depart way of all on-going sales orders that have actually been picked up from the warehouse onto the delivery vehicles
On-SOrderThe total SKU quantity in the Depart way of all on-going Sales orders
ReturningThe SKU quantity in the Return way of all on-going sales orders that have actually been picked up from the customers onto the delivery vehicles
On-ROrderThe total SKU quantity in the Return way of all on-going Sales orders
On-POrderThe total SKU quantity of all on-going Purchase orders
  • The product inventory will change as the orders are performed. The mechanism for inventory chang is explained below

For new product cases/items issued in Depart Way

When the order was first created

  • The value under On-SOrder column will increase by the amount shown under Number Of Cases column of the order
  • The values under Picked and On-hand column will not change yet, because the products are still stored in the Depot, not yet loaded onto the delivery vehicle

When the Corporation Administrator specifies the actual quantity of cases/items to be issued

  • The value under On-SOrder column will remain the same as when the order was first created
  • The values under Picked and On-hand columns will not change yet, because the products are still stored in the Depot, not yet loaded onto the delivery vehicle

When the Depot manager updates status of Depart Way from "Open" to "Picked & Packed"

  • The value under On-hand column will decrease by the amount shown under Number Of Cases (Actual) column of the order, to reflect the actual quantity of cases that has been taken from the Depot to the delivery vehicle
  • The value under Picked column will increase by the amount shown under Number Of Cases (Actual) column of the order
  • If the product is tracked by product lot, then the On-hand value of each product lot will decrease by the amount shown in the corresponding Number of Cases of that product lot in the order screen
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  • The value under On-SOrder column will still remain the same as when the Corporation Administrator specifies the actual quantity of cases/items to be issued

When the status of Depart Way is updated from "Picked & Packed" to "Shipped"

  • The value under On-hand column will increase by the difference between: 1. the amount shown under Number Of Cases (Actual) column, and 2. the amount shown under Number Of Case Delivered column of the order, to reflect the number of cases that the customer didn't receive and were handed back to your Depot
  • If the product is tracked by product lot, then similarly, the On-hand value of each product lot will increase by the difference between these two fields of that product lot: 1. the amount shown under Number Of Cases (Actual) field , and 2. the amount shown under Number Of Case Delivered field
  • The values under Picked and On-SOrder columns will shrink to the values before the order was created

For empty product cases/items imported in Returned Way

When the order was first created

  • The value under On-ROrder column will increase by the exact value shown under Number Of Cases (Actual) column of the order
  • The values under Returning and On-hand columns will not change yet, because the products are still stored in the Depot, not yet loaded onto the delivery vehicle

Synchronize product inventory

Manually synchronize

  • To synchronize product inventory between the external resource planning system and Abivin vRoute, follow the steps below:
  • Navigate to Products > Inventory tab
  • Hover your mouse over the icon , then click on the Fetch inventory from SAP icon
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  • The Fetch inventory from SAP form will appear. Here you will need to select the Depot which you want to synchronize the inventory status, by clicking on Organization field, then input the Organization Name/Organization Code of the appropriate Depot into the search bar, then select from the drop down menu
  • Note: If you are the manage of a particular Depot, then the drop down menu will only show your Depot
  • After selecting the Depot, click on Fetch button
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  • The system will start synchronizing the inventory from the external resource planning system. After the synchronize process has completed, there will be a popup that reads Fetch data successfully... Waiting to process
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  • Below is how this function synchronizes the inventory status of a particular product between the External resource planning system and Abivin vRoute, upon fetching the data from the External resource planning system
Possible scenarioData fetched from the External resource planning systemAbivin vRouteSynchronization result
1Product lots exist, quantity is larger than zeroProduct lots don't exist yetCreate the product lots on Abivin vRoute, with the same quantity as on the data
2Product lots exist, quantity is larger than zeroProduct lots exist, quantity not the same as on the dataUpdate the quantity of the product lots on Abivin vRoute to be the same as on the data
3Product lots don't existProduct lots exist, quantity is larger than zeroUpdate the quantity of the product lots on Abivin vRoute to be zero

Automatically synchronize

  • Abivin vRoute will automatically synchronize the inventory status to the External resource planning system at the following time points: 07:00; 12:00 and 18:00