Here's a quick look at how to manage inventory in GelatoConnect:
Manual Entry: Enter product category, SKU, and quantity manually.
CSV Import: If you’re currently using another system or a spreadsheet to track inventory, you can easily convert and upload it into GelatoConnect using the provided template.
Add from Catalog: Easily populate your inventory by selecting the products and SKUs from your existing supplier catalog within the system. This method ensures accuracy and alignment between purchasing and inventory.
Import your inventory SKUs into the system
You have the flexibility to choose which items to track in inventory. Once you've imported your suppliers and selected the GelatoConnect suppliers for purchasing, you can easily import the corresponding inventory SKUs into the system.
Step-by-step guide
Choose What to Track: You have full control over which inventory items you want to track. Whether you're managing products from GelatoConnect suppliers or your own, it’s easy to import and manage SKUs.
Multiple Import Options: You can manually add SKUs one by one, import SKUs via a CSV file, or use the recommended "Add from Catalog" option to populate your inventory with products you’ve already sourced from your suppliers.
Recommended "Add from Catalog": By using this option, your inventory SKU IDs are automatically mapped to what you are purchasing, ensuring seamless tracking. This method allows you to pull data directly from the suppliers and products you've added, integrating them into your system.
For a detailed walkthrough, please watch our video guide here.
Setup the Attributes and Current Stock Quantity for Inventory SKUs
Define the minimum and maximum stock levels for each SKU based on your forecasts and desired inventory levels. Assign a default supplier and set the initial stock quantity for each SKU. Once these attributes are updated, the system will start providing valuable insights and automated recommendations.
Step-by-step guide
Supplier Assignment: Assign a default supplier for each inventory SKU, enabling the system to automatically place replenishment orders when stock is low. You can update suppliers individually or apply changes in bulk to save time.
Stock Quantities: Input your current stock levels when setting up the system, either by importing from an existing inventory system or conducting a physical stock count. This ensures the software reflects accurate quantities.
Min/Max Stock Levels: Establish minimum and maximum stock thresholds to automate replenishment processes. When stock falls below the minimum level, the system will trigger a low-stock alert, and suggest the quantity needed to reach your defined maximum level.
Batch Ordering Considerations: For some suppliers, products may need to be ordered in specific batch sizes (e.g., mugs in sets of 50). The system will account for these when recommending replenishment quantities, ensuring alignment with supplier requirements.
Here's an overview of how the system automates replenishment and stock management:
Min/Max Stock Alerts: As quantities decrease, the system will alert you when stock is low and recommend quantities for replenishment based on your configured settings.
Batch Quantities: The system automatically adjusts replenishment orders according to the batch size required by your suppliers, ensuring you meet their minimum order quantities.
Audit Tracking: The system also tracks existing purchase orders to prevent duplicate orders and manage ongoing stock audits effectively.
Additionally, the software tracks historical updates, shows who made inventory changes and offers detailed SKU history, helping you monitor when stock levels were adjusted and why. It also integrates with GelatoConnect’s procurement system, automating stock updates when orders are received or fulfilled.
Advanced Insights and Stock Management
Inventory Value: The system calculates the total value of your current inventory based on purchase prices, giving you a comprehensive view of what’s in stock.
Overstock Insights: Automated reports highlight items that are overstocked, enabling you to optimize inventory levels and reduce unnecessary storage costs.
Analytics Integration: All data is aggregated and presented in the procurement analytics dashboard, giving you a detailed view of your inventory and purchase operations.
For a detailed walkthrough, check out our video guide here.
Training Your Team to Keep the System Updated with Inventory Changes
To succeed with GelatoConnect procurement, it is essential to train your team to keep the system updated with all inventory changes. This ensures accurate stock tracking and optimal replenishment operations.
Step-by-step guide
Receiving Orders: Train warehouse staff to log received orders in the system as soon as they arrive. This involves associating the received inventory (e.g., pallets, boxes) with the corresponding purchase order, ensuring that stock quantities are automatically updated.
Inventory Transfers: When moving stock between different locations (e.g., storage to production), it's important to create and log these transfers in the system. This can be done via the desktop platform, mobile app, or by scanning barcodes if you have the system enabled.
Consuming Stock in Production: Ensure that when items are moved from storage for production use, this is marked as a transfer to a production zone. The system will automatically reduce the stock level and update quantities in real-time, triggering replenishment alerts as necessary.
By keeping the system updated across these processes, you will ensure accurate stock levels, timely replenishment, and effective inventory management.
Best Practices for Ongoing Updates:
Receiving Inventory: Always log inventory as soon as it's received, marking the corresponding purchase order as complete to update stock counts.
Tracking Transfers: Use the system’s transfer feature whenever moving stock between storage and production areas, ensuring that inventory levels are adjusted accordingly.
Monthly Stock Takes: Regular stock audits are crucial for verifying that physical quantities match the system’s records. Ensure your team performs these counts monthly, logging any discrepancies or adjustments to keep records accurate.
For a detailed walkthrough, check out our video guide here.
Switch to Automated Inventory Replenishment
Once your inventory SKUs, stock quantities, minimum/maximum stock levels, and default suppliers are set up, you can automate replenishment to streamline stock management.
Step-by-Step Guide
Set Up Inventory Details: Ensure that your inventory SKUs, quantities, and suppliers are fully populated in the Gelato Connect system. Set minimum and maximum stock levels based on your forecast and storage needs.
Receive Restock Alerts: Once set up, items in your inventory will be classified based on their stock levels. When an item is out of stock or low stock, a banner or notification will appear. This alert will prompt you to take action on both the inventory page and the catalog page.
Generate Draft Replenishment Orders: You can choose to restock items manually, selecting items one by one. This allows you to edit the quantities and create orders. Alternatively, if you have a large number of SKUs, click the Create orders button. This will automatically generate orders for all out-of-stock items.
Review and Confirm Orders: The system will automatically populate the quantity for each order based on your maximum stock level. Multiple suppliers can be involved in one order, and the system will generate separate orders for each supplier. Review the total price and confirm, adjust quantities, or reject the orders as needed.
Finalize and Send Orders: Once you confirm the orders, they are sent to the respective suppliers. You can review the estimated delivery date for each order. Remember that the system creates draft replenishment orders, giving you the final control before sending them out.
For a detailed walkthrough, check out our video guide here.
Customer Support
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