Support Documentation

Everything you need to navigate within the Unioncrate platform

Logging In


Navigate to https://app-v2.unioncrate.com/
Input your user credentials provided by your Unioncrate Account Manager!




First Steps

company-settings

Company Settings

Navigate to company settings:
Top right of the screen click your Account Name → Company Settings


Insert Company Information, your main Company Contact, Remit to Address, and your GS1 Company Prefix 

integrations

Integrations

quickbooks

QuickBooks Online - QBO

  • eD and QUICKBOOKS_EXPORT_INVOICES for the retailer. Also ACCOUNTING_SERVICE_PROVIDER, QUICKBOOKS_AUTO_IMPORT_QB_DATA and QUICKBOOKS_AUTO_INVOICE_NUMBERS.
  • Pull basic QB data: QB customers, QB items. This will fill all the mapping dropdowns in the UI.
  • In case of needing a QBO import, use the basic QB data to import customers, shipping locations and products. Important: first classify the QB items to determine which are products.
qbo-settings

Settings

Once the authorization process is done, the Integrations page will allow you to access the QBO settings page. Here you can customize the behaviour of the integration.


The main options are:


  • Export invoices: determines if invoices will be pushed to QBO.
  • Sync products/customers/promotions: determines if edits done on each of these entities will be synced to QBO. Edits include descriptions, price, cost, addresses, etc.
  • Default QBO item for allowances/charges determines a QB item to be used for unknown or generic allowances or charges included in sales orders. Recommended, specially for customers with EDI connections as these tend to receive orders with discounts.



amazon

Amazon Seller Central

asc-features

Features

Once enabled, the Amazon integration module will provide these functionalities:

  • Handling and visualizing Amazon FBA orders in the platform - these orders will be available for monitoring directly on the UC Operations platform.
  • Tracking Amazon stock - existence and consumption.
asc-authorization

Authorization & Setup

The first step of setting up the Amazon integration is going through the Setup. This means allowing UC to connect to your Amazon account and granting access to read sales data. 


Go over to Account Name → Company Settings. On the top right corner you will find a tab “Integrations”. Click on it. This will take you to the Integrations settings page.


Click in the ‘Setup’ button inside the Amazon card. This will take you to the Amazon Setup page where you will need to provide some information about your Amazon account.


The required fields are:

  • Seller id: the Amazon Seller Central id for your account
  • MWS Auth token: an authorization token for providing access to the account.

To generate the MWS Auth Token, follow the step by step guide provided in the help text above the page. 

  • A name for the account
  • The Amazon customer set up in Unioncrate. The customer that will be included in all Amazon orders.
  • A start date. This date defines the cut date for importing orders into UC.

After inputting this information, you’ll be presented with a page where you can either map your Amazon products to UC products or import them, in case they don’t exist in UC yet.

Lastly, after finishing the product setup, the Amazon orders will be pulled into our database and the integration will be complete.

asc-authorization-uc

Authorization - Our side

  • Create a RBC 'Amazon' to use in the Amazon Seller Central imported orders.
  • Create an ‘Amazon’ warehouse that will represent the stock for every product in Amazon SC.
asc-settings

Settings

Go over to the Amazon Settings page in UnionCrate. Here you will have a few adjustable settings to configure. 

Go over to Account Name → Company Settings. On the top right corner you will find a tab “Integrations”. Click on it. This will take you to the Integrations settings page.


Click in the ‘Settings’ button inside the Amazon card. A new settings page will appear. The most important settings are the first three.


  • Alert for Unmapped ASIN’s: determines if alerts will be sent when new Amazon orders containing products missing in UC are pulled.


  • FBA Data Pulls on Orders determines if orders are pulled periodically from Amazon Seller Central into the UC platform.


  • FBA Data Pulls on Inventory determines if the stock in Amazon Seller central is periodically updated to the ‘Amazon’ shipment location in UC.


shopify

Shopify

shopify-features

Features

Once enabled, the integration module will provide these functionalities:


  • Handling and visualizing Shopify orders in the platform.


  • Automatic order confirmation: Shopify orders can be automatically confirmed and sent to the assigned warehouse (if used along a warehouse integration).


  • Automatic order fulfillment: Shipping notifications to Shopify when an order is marked as shipped in the platform either manually or through an integrated warehouse.
shopify-auth

Authorization

The first step of setting up the Shopify integration is Authorization. This means allowing UC to connect to your Shopify account and granting access to read and write data. 


Go over to Account Name → Company Settings. On the top right corner you will find a tab “Integrations”. Click on it. This will take you to the Integrations settings page.



Click in the ‘Authorize’ button inside the Shopify card. This will redirect you to a Shopify authentication page where you’ll need to provide your Shopify store name and credentials, in order to validate the authorization.

Once done, this will bring you back to the platform.


At this point, the UC onboarding team will verify your QBO authorization was successful and enable the integration.

shopify-auth-uc

Authorization - Our side

  • Create a RBC 'Shopify' with delivery terms ‘FOB’

If the user wants his Shopify invoices to be sent to QBO: the Shopify RBC needs to have the is_accounting_invoice_required flag turned ON.


  • Enable flags SHOPIFY_ENABLED and SHOPIFY_PROCESS_ORDER_FULFILLMENT for the client (retailer).

In case of having connected FTP warehouses, SHOPIFY_NOTIFY_ORDER_FULFILLMENT

can also be enabled to automatically notify Shopify when warehouses mark orders as fulfilled.


  • In case of wanting the automatic acceptance of orders, also enable SHOPIFY_ACCEPT_NEW_ORDER and SHOPIFY_RUN_ACCEPT_ORDER_TASK.


  • Create ‘Shopify User’ entry for the new user
  • Input store name, access token and enable SQS flag
  • After authorization is done, use the TL django shell to register the webhook to receive the new user’s sales orders.
  • Add BE-TL mappings for 
  • The BE Shopify RBC.
  • Locations
  • Products (optional: if not provided, SKUs will be used to match products)
  • Warning: Some Shopify SKUs may match the same UC product (uc_id)


 

  • Typical use cases: 
  • Client enables Shopify integration and receives SOs from that app.
  • Client has FTP warehouse integration too, so this received SOs are sent to the warehouses.
  • Warehouse confirms the fulfillment of the orders and lets UC know through FTP.
  • If the SHOPIFY_NOTIFY_ORDER_FULFILLMENT flag is enabled, this fulfillments will be notified to Shopify when the order is moved to SHIPPED.
  • If the client also has the QBO integration on, this can trigger a QBO invoice creation.





Warehouse-Integrations

Warehouse Integrations



edi

EDI Connections

Onboarding

There are a few steps in order to establish an EDI connection with a sales channel. Some of them are standard while others depend on the partner.

  • Provide your EDI qualifier / ISA ID
  • Provide the list of your business partners / vendors to connect via EDI
  • Introduce us to your business partners / vendors

Introduce Unioncrate to your sales channels representatives.

This will allow the UC EDI team to exchange technical specs with your partners in order to start the connection. 


Specifically we need to know:


  • EDI Messages that are going to be exchange (850, 856, 810, etc)
  • EDI qualifier / ISA ID of partner / vendor
  • Connection Method of each partner / vendor (VAN, AS2, FTP, etc) plus connection details
  • Testing method for each partner. These vary as different vendors have different practices.


  • (UC Side) Setup BE / TL / BOTS
edi-test

Exchanging test messages

The UC EDI team will start exchanging test messages with the partner. This implies running tests and dealing with any issues that may arise.


(UC Side) Move setup to production

Go live! The connection is ready to go live. It will be monitored daily by the EDI team across all stages of the orders.

edi-features

Features

UC Operations provides the following features through the use of EDI connections:


edi-reception

Reception of Sales Orders

Sales channels can send EDI 850 messages to the UC servers which result in the reception and creation of sales orders on the platform. 

860 messages with changes to the orders are also supported.


edi-confirmation

Sales order confirmations and shipping notices

After a sales order is confirmed in UC, an 855 message is sent to the sales channel notifying them. Also 856 messages are sent when the order gets marked as shipped.

Rejected orders are also notified using 855 messages.


edi-invoicing

Invoicing

Once an order has been invoiced in UC, an 810 invoicing message is automatically 

delivered to the sales channel.

ftp

FTP Outbound Integration


 Union Crate supports the ability to transfer files via FTP server. We have the ability to either host or post to a hosted FTP server. Any transactions can be scheduled or completed in real-time. Scheduled timing must be communicated before integration.

Connection

 We are connecting using an FTP server whose credentials can either be provided or communicated by us. If Union Crate is to provide hosted credentials, these must be communicated in a separate document. Files available to be transferred on outbound order transactions 

  • Orders 
  • Shipment Confirmations
  • Inventory

UC FTP server host: ftp.unioncrate.com

Scheduling

​Union Crate will place any/all order files within the communicated directory upon user action or during scheduled time. Default scheduling occurs at 17:00 EST daily.

Files

Union Crate supports .csv files for all FTP connections. We follow standard practice with each csv file sent:

● UTF-8 file encoding

● Column headers on first row

● Delimiter: ‘,’

● Carriage Return for line endings

In order to avoid redundancy and improve accuracy, all files will have a unique file name. The name will consist of: <file type="">_<location id="">_<date>_<doc_number>.csv for example:</doc_number></date></location></file>

a) OR_MANFSUP1_20170810_1.csv 

b) SC_MANFSUP1_20170810_1.csv 

c) INV_MANFSUP1_20170810_1.csv

Location ID: ​ Provided by Union Crate per integrated vendor

Doc Number: ​Sequential ID of the document. This is because typically, more than one document can be sent a day. The sequence restarts after each day.

uc-wo-qbo

Adding Products to UC (without QBO Import)

Navigate to DataCrate, Click “Products”, and Click “Product Data

Click “+ Create Item

Fill out Basic Info

Enter Short Name, Description, SKU, Brand Name, EAN, UPC. Select Type. 

Fill out Product Specification

Select Base UOM, Standard Cost, Base Price. Enter in Pack Size, Length, Width, Height, Net Weight, Gross Weight, Lead Time, Shelf Life, and Volume. 

Enter Product Classification

Select Product Classification from the drop down list

Click “+ Create”

Customers-to-UC

Adding Customers to UC (without QBO Import)

Navigate to DataCrate, Click “Customers”, and Click “Customer Data

Click “+ Create Customer

Fill out Customer Details

Enter Customer Name, DBA, Email, Phone Number, and Internal Unique Identifier. Select Delivery Term and Payment Term from the drop down lists. Select EDI Enabled if applicable.

To enter a new Payment Term not listed click “+” and enter in Description, Net Due Days, Percent Discount, and Discount Due Days. Click “+ Create

Fill out Main Contact for The Customer

Enter in Address 1, Address 2, and Zip Code. Select Country, State, and City from the dropdown lists. 

Enter Customer Classification

Select Customer Classification from the drop down list

Click “+ Create”

Your customer is now saved and will show as active


uc-qbo-shipment

Add Shipment Address

Enter Contact Name, Phone Number, Address, Email, Zip Code, Ship To ID #. Select Country, State, City.

Click “Next

Add Bill To Address

Enter Contact Name, Phone Number, Address, Email, Zip Code. Select Country, State, City.

Click “Next

Add Remit To Address

Enter Contact Name, Phone Number, Address, Email, Zip Code. Select Country, State, City.

Click “Add




Adding Warehouses, Suppliers, Manufacturers, etc.


Navigate to DataCrate, Click “Locations”, and Click “Shipment Locations

Click “+ Create Location

Fill out Shipment Location

Enter Warehouse Name, Contact Name, Phone Number, Email, Address. Select Location Type, Country, State, City, and Vendor. 

Click “+ Create”

vendors

Adding Vendors to UC

Navigate to DataCrate, Click “Vendors”, and Click “Vendor Data

Click “+ Create Vendor

Fill Out Vendor Details:

Enter Vendor Name, DBA, INternal Unique Identifier, Email, Phone Number. Select Delivery Term and Payment Term

Fill Out Contact for Vendor:

Enter in Address 1 (and 2) and Zip code. Select Country, State, and City. 

Click “+ Create


vendors-csv

CSV Import

*** will add this once we have this working ****

vendors-replenishment

Replenishment (with Purchasing module)

Prerequisites for Replenishment:

  • A Shipment Location created. This will be the location receiving the replenishment.
  • A Vendor created, with a Vendor Location associated to the Shipment Location.
  • Products to be replenished must be added to the Vendor Catalog. 

**Important: the Shipment Location type determines which kind of products can be allocated in it (Warehouses: all, Suppliers: only raw materials and components, etc.)**


Replenishments with Purchasing module enabled are made by: 

  • Creation of a manual Purchase Order, selecting the vendor that is providing the products/materials (Ship From) and the Shipment Location receiving them (Ship To).
  • The Ship From is important only when using the BOM module, as the selected option will see their raw materials stock diminished.
  • This PO will replenish the stock in the Shipment Location associated with the selected vendor.
  • The replenishment will be reflected in the Inventory Tracker once this PO is in ‘DELIVERED’ status.


vendors-replenishment-wo

Replenishment (without Purchasing module)

Navigate to Inventory and Click “Replenishment


Select location that needs replenishment

From dropdown select Type, Vendor, Location, Item Type, Item

Enter in Lot #, Requested Shipping Date, and Quantity. Expiration date and cost will populate. 

Click “Add

Replenishment will populate below. Click “Replenish” once complete and item will be replenished


vendors-adjustment

Adjustment

Navigate to Inventory and Click “Adjustments


Select location that needs adjustment

Adjust quantity in the “New Qty” column

Click “Save

Confirm the adjustments are correct and click “Adjust

Adjustment will be reflected

vendors-transfer

Transfer

Navigate to Inventory and Click “Transfer


Select location that needs the Transfer

From the dropdown select Current Location, Type, New Type, and New Location

Enter in the quantity to transfer and click “Transfer”. Item will be moved into the new location. 

vendors-lot

Lot Priority

Navigate to Inventory and Click “Lot Priority

Select location that needs the Lot Priority

Select the Location, Item, and Priority. Click “Reorder” and inventory will be updated. 


Creating a Manual Sales Order

Click “+ Create Manual Sales Order


Fill out Basic Information

Select Customer from dropdown list, enter in Sales Order #, and select Purchase Date if different from todays date 

Fill out Shipping Details 

Select Ship From from dropdown list, select Ship To from dropdown list, enter Requested Shipped Date, enter Requested Delivery Date, enter Requested Delivery Date

Add Items

Select products to add to order, enter in Lot # (if applicable), and enter in Quantity

Click “Add Item” 

Item will be added to the table. Continue to add items until finished.


Click “+ Create Manual Sales Order

Order will populate on table

manual-order

Creating a Manual Sales Order

moving-sales-order

Moving Sales Order

When ready to confirm Click “Confirm”. 

The selected warehouse will need to have enough stock for all the items in the order.

Ensure that everything is correct and click “Confirm

Order will now show as confirmed







FTP Integrated Warehouse
At this point, if the selected warehouse is integrated through FTP. You should click in the Batch Order button to send this order to the warehouse.
The order will move to “In progress” and will be marked as sent.




EDI Integrated Sales Partner
If the order belongs to an EDI integrated sales partner, the order confirmation will trigger an 855 EDI message to the sales partner. This will inform them of the confirmation.


When order is In Progress click “In Progress

Click “Confirm

Order will now show as in progress



FTP Integrated Warehouse
At this point, the integrated warehouse will inform UC when the order has been shipped and it will get marked as “Ready to Ship”.


Otherwise, once your order is ready to be shipped click “Ready to Ship”

Enter in Expected Ship Date and Expected Delivery Date.

Click “Confirm”

Order is moved to Ready To Ship

When order has been shipped click “Ship”

Ensure information is correct and add in Ship Date, Expected Delivery Date, Bill of Lading #, Total Weight, Package UOM, Number of Cartons, and Carrier Name

Fill out invoice information including Invoice #, Payment Term, Bill To, and Remit To. 

Click “Confirm

Order is now moved to Shipped.


EDI Integrated Sales Partner
If the order belongs to an EDI integrated sales partner, the order shipment will trigger an 856 ASN EDI message to the sales partner. This will inform them of the shipment.


sales-order-invoice


Invoice

If the order’s customer has its “Delivery Terms” set to “FOB”, the order will get invoiced when it reaches “Shipped”.

Once order has been delivered click “Delivered

Select Delivery Date and enter in Arrived Quantity 

Click “Confirm

Order is moved to the final stage Delivered 


Invoice

If the order’s customer has its “Delivery Terms” set to “DELIVERED”, the order will get invoiced when it reaches this final stage.


EDI Integrated Sales Partner
If the order belongs to an EDI integrated sales partner, the order invoicing will trigger an 810 EDI message to the sales partner (electronic invoice). This will be a valid electronic document equivalent to a traditional invoice.

 




how-to-cut-order

How to Cut Order

Click ”Edit

Click the scissor icon next to the item you want to cut from the order

Scroll down to the bottom and input the quantity to be cut.



Click “Save”

Review Changes and click “Confirm

Changes will appear on the order








bo

bom

How to Create Bill of Materials (BOM): 

bom-name

Create & Name

Click “+ Create BOM


Add Name, Unique Identifier Code, Select the Finished Good, and add a Description

bom-raw-materials

Raw Materials

Add Raw Material, SKU, Usage, UOM, Standard Cost

*SKU & Standard cost will populate automatically

*Usage is the quantity of the item used 


Click “Add to Table” to add to table below

Once all Raw Materials are added move on to Components. 

bom-components

Components

Add Component, SKU, Usage, UOM, Standard Cost

*SKU & Standard cost will populate automatically

*Usage is the quantity of the item used 










Click “Add to Table” to add to table below


Once all Components are added move on to Non Inventory Items. 

bom-non-inv

Non Inventory Items

Add Non Inventory Item, SKU, Usage, UOM, Standard Cost

Click “Add to Table” to add to table below

Once all Non Inventory Items are added move on to Service Cost Information.

bom-service-cost-info

Service Cost Information

By filling in your Service Costs, you will be creating a relationship between this Bill of Materials (BOM) with the locations that manufacture the finished good.


Add Service Cost Name, Warehouse Location, and Cost

Click “Add to Table” to add to table below


Once all Service Cost Information is added move on to Other Costs.

bom-other

Other Costs

Add Additional (name) and Cost

Click “Add to Table” to add to table below

Once Other Costs have been added move on to Build Overview.

bom-build

Build Overview

This will give you an overview of your entire BOM for you to review before submitting. You have the option to edit any of the sections as needed. 

Click “Complete BOM” 

BOM is now completed

bom-extras

Extras

Raw Materials & Components should be added prior to creating BOM but can also be added during the BOM process. 

Click the “+” to create a new one 

Fill out all required information & click “+ Create


Notes can be added at any time during the process simply click “Add Note”






Type in your notes & “Save” when complete

A blue notepad icon will appear next to anything with a note

payment-terms

Payment Terms

Payment Terms are available via a dropdown when creating new Customers or Vendors: 

If you need a payment term that is not listed click “+


Fill in the New Payment Term

Enter in Description, New Due Days, Percent Discount, and Discount Due Days

Click “+ Create

New Payment Term will be added 

glossary

Glossary

Link to updated Glossary of helpful terms to know:

https://www.unioncrate.com/resources/unioncrates-cpg-supply-chain-glossary




The RJW connection is done through an FTP server, that means it's not done through EDI but through CSV files in a UnionCrate server.


There are three main actions involved in this connection:

  • Sending orders to RJW for processing and shipping.
  • Daily shipment confirmations from RJW when these orders are shipped.
  • Daily inventory updates from RJW. This will keep the stock on RJW synced daily on our app.

individual-orders

Sending orders (Individually)

Sending orders through FTP is simpler than its EDI counterpart. You only need to confirm the order and proceed to click in the Batch Order button to send this order to the warehouse.



The order will move to “In progress” and will be marked as sent. You will see a small light blue envelope icon on its left side for all the sent orders.




batching

Sending orders (batching)

You can also send orders in batches. To do that, go to the Sales Orders page and select the orders you want to send. Once done, use the "Actions" dropdown and select "Batch orders"



Purchase Orders aren't needed for any of these cases. You only need to follow either of these two actions. You can operate entirely in the SO pages.

shipment-confirmations

Shipment confirmations

Once RJW sends UC a shipment confirmation for the order, it will get moved to SHIPPED, just as the EDI shipment confirmations do. These confirmations are daily and in batch, so many orders can be moved to SHIPPED depending on the data we get from RJW.


Inventory-Updates

Inventory Updates

Inventory updates are also processed daily. No action is needed from the user. The updated stock amounts will be displayed in the Inventory Tracker.

purchasing

Purchasing 

different-types-of-purchase-orders

Different Types of Purchase Orders

Vendor PO: This PO type is used when buying products to one of your vendors. No depletion will take place.

Manufacturing PO: This PO type is used when manufacturing a finish good from one of your Manufacturing locations. This PO type will deplete Raw Materials and Components using the Bill of Materials set for the Finish Good selected from a Manufacturing location assigned to the vendor selected.

Marketing Sample PO:This PO type is used when sending products to magazines or any other marketing channel. This action will deplete inventory.

Sales Sample PO: This PO type is used when sending products to your potential customers. This action will deplete inventory.

Vendor Sample PO: This PO type is used when moving sample products from one of your vendor locations to any other warehouse. This action will deplete products from the Ship From Location and increase inventory numbers in the Ship To Location.

vendor-po

How to Create Manual Purchase Order - Vendor PO

Click “+ Create Manual Purchase Order

Fill in Basic Information

Select PO Type and Vendor

Fill out Shipment Details

Select Location, Requested Shipped Date, Requested Delivery Date, Shipment Type, and Carrier Name

Add Items

Select Item Type and Item. Enter in Lot # and Quantity.

Click “Add Item

manufacturing-po

How to Create Manual Purchase Order - Manufacturing PO

Click “+ Create Manual Purchase Order

Fill in Basic Information

Select PO Type and Vendor

Fill out Shipment Details

Select Location, Requested Shipped Date, Requested Delivery Date, Shipment Type, and Carrier Name

Add Items

Select Item Type and Item. Enter in Lot # and Quantity.

Click “Add Item

Click “+ Create Purchase Order” once Purchase Order is complete

marketing-po

How to Create Manual Purchase Order - Marketing Sample PO

Click “+ Create Manual Purchase Order

Fill in Basic Information

Select PO Type and Vendor

Fill out Shipment Details

Select Location, Requested Shipped Date, Requested Delivery Date, Shipment Type, and Carrier Name.

Input Ship To & click “Save

Add Items

Select Item Type and Item. Enter in Lot # and Quantity.

Click “Add Item

Click “+ Create Purchase Order” once Purchase Order is complete

sales-po

How to Create Manual Purchase Order - Sales Sample PO

Click “+ Create Manual Purchase Order

Fill in Basic Information

Select PO Type and Vendor

Fill out Shipment Details

Select Location, Requested Shipped Date, Requested Delivery Date, Shipment Type, and Carrier Name.

Input Ship To & click “Save

Add Items

Select Item Type and Item. Enter in Lot # and Quantity.

Click “Add Item

Click “+ Create Purchase Order” once Purchase Order is complete


vendor-sample-po

How to Create Manual Purchase Order - Vendor Sample PO

Click “+ Create Manual Purchase Order

Fill in Basic Information

Select PO Type and Vendor

Fill out Shipment Details

Select Location, Requested Shipped Date, Requested Delivery Date, Shipment Type, and Carrier Name

Add Items

Select Item Type and Item. Enter in Lot # and Quantity.

Click “Add Item

Click “+ Create Purchase Order” once Purchase Order is complete

Questions on Purchasing:

  1. PO Tab & Customer PO Tab (when you click from PO -> Customer PO and then go back -> PO the filter for Customer PO stays - why? Is this a bug? What is the difference between PO & Customer PO) 
  2. Where are the replenishment POs? 
  3. “This PO type is used when buying products to one of your vendors. No depletion will take place.” --- does this make sense? I don’t understand 
  4. Why is there a “customer po” type but no customer po selection
  5. Do all POs move through the same process
  6. Logic behind specific POs