Expandly: Help & Support

Overview

In this guide, we will show you how to set up and manage your multi-locations on Expandly.

What are multi-stock locations?

Multi-stock location management enables customers to track inventory levels across the multiple locations in which they may store their products. Locations functionality will allow you to set up locations within your Expandly account and manage your stock levels, per location, for each product/variation. 

Adding Locations

1. Click Settings (left menu) and then click Locations:

2. On the Locations page, click (top right).

3. On the Add Locations page, complete the Location Details and Address Details sections:

4. Once complete, click (top right) 

Viewing Locations

1. Click Settings (left menu) and then click Locations.

2. On your Locations page, any Locations you have already created/added on Expandly, can be viewed:

Please Note:

The order in which Locations are set up, will determine how stock levels are decreased when sales orders are imported / created on Expandly.

Once Locations are set up and you have added the different values onto the product, when we import your orders into Expandly, it will first deduct the stock from the first Location - If this is '0' it will move onto the next Location and so on.

You are able to set up Order Rules to supersede this, which will ensure that the stock is deducted from the Location you have determined in the order rule instead. 

Editing Locations

1. Click Settings (left menu) and then click Locations.

2. On your Locations page, click the edit icon.

3. On the Edit Location page, make the required changes and click

Re-Ordering Locations

The order in which locations are set up and displayed on your Locations page will determine the order of locations from which stock levels are decreased when sales orders are imported to, or created in, Expandly. We realise that sometimes, things may change and you may want to decrease the stock levels in a different location order so this will allow you to manage this change on Expandly. 

1. Click Settings (left menu) and then click Locations.

2. On your Locations page, click the button (top right).

3. On the Reorder Locations pop-up, make the necessary changes by dragging and dropping your locations into the desired order:

4. Once done, click .

Deleting Locations

1. Click Settings (left menu) and then click Locations.

2. On your Locations page, click the delete icon.

3. On the pop-up, confirm your action, and location deletion by clicking

Managing Multi-Locations when adding/editing Products on Expandly

1. Click Products & Listings (left menu) and then click Manage Products:

2. On your Manage Products page, to add a new product to Expandly, click (top right) and then . To Edit an existing product, click the edit icon.

3. On the Add Product/ Editing Product page, click on the tab - Here you will be able to manage your stock level quantities at Location level:

4. For variation products, click on the tab, where you will be able to determine stock levels at variation & Location level: 

5. Once done, click (top right).

Please Note: 

• The Locations Tab will only appear on your Manage Products page if Locations are enabled on your account.
• The sum of all locations will make up the total of the quantity/variation.

Updating stock levels on Expandly when using Multi-Locations

Quick Edit

1. Click Products & Listings (left menu) and then click Manage Products

2. Find the product you wish to update via the Quick Edit and click on the quantity shown within the Total Quantity column

3. On the Quick Edit pop-up, make the necessary stock level changes at Location Level and once done click . This will update the quantities on Expandly and will also trigger an update to any listings associated with the product.  

 

Stock In

1. Click Products & Listings (left menu) and then click Manage Products

2. Click Quantity Update (top right) and then select Stock In from the drop down:

3. On the Stock In page, find the item you wish to update and then from the Locations dropdown, select the Location you wish to update and add stock to:

4. Should you wish to add more items to the Stock In update, click

5. Once done, click  (top right). 

Please Note: When updating stock levels via a Stock In, this will update/add to the current quantity rather than replace it. Should you wish to replace the quantity, please action this as a Stock Take instead. 

Stock Take - Manual 

1. Click Products & Listings (left menu) and then click Manage Products

2. Click Quantity Update (top right) and then select Stock Take from the drop down:

3. On the Stock Take page, find the item you wish to update and then from the Locations dropdown, select the Location you wish to update and replace the stock level:

4. Should you wish to add more items to the Stock In update, click

5. Once done, click  (top right). 

Stock Take - Bulk 

1. Click Products & Listings (left menu) and then click Manage Products

2. Click Quantity Update (top right) and then select Stock Take from the drop down.

3. On the Stock Take page, download the Bulk Stock Take 

4. Open the Inventory Stock Take file and make the relevant stock take changes. Each Location will have its own separate column, where you can determine the quantity changes you wish to update:

5. Once you have updated the file, save the changes you have made and then upload the file to Expandly. This can be done by dropping the file to the Drop Zone, or alternatively you can select to  instead:

6. Click to upload the file - It can take around 15 minutes to complete this action and for the quantities on the file to be updated. 

Linking quantities manually in Expandly

1. Click Products & Listings (left menu) and then click Manage Products

2. On the Manage Products page, find the products you wish to manually link together by using the search field or filters. Select the products by ticking (left hand side)

3. Click Product Sync>Link Quantities:

4. On the Link Quantities pop-up, determine the Stock Level at Location level:

 

5. Once done, click .

Managing Bundles

1. Click Products & Listings (left menu) and then click Manage Products:

2. On your Manage Products page, to add a new bundle/edit an existing bundle, find the product you wish to make a bundle/amend and click the icon.

3. On the Editing Product page, click on the tab, where you can add in your components/ build your bundle/ add additional components to the bundle:

4. Once you have build/amended your bundle, click (top right). 

5. Once the bundle has been built, if an order is received, the component products associated with the bundle will work as normal products and it will update the stock levels in the different locations based on the Location order set-up or alternatively and Order Rule, should one be in place.  

Managing Multi-Locations when adding/editing Sales Orders on Expandly

When we import your orders into Expandly, we will deduct the stock level based on the order the Locations have been setup or based on order rules you have set up. We do understand that at times however you may wish to change the location manually when editing an order, and will also want to be able to assign a location when creating manual orders.

1. Click Sales Orders (left menu) and then click Manage Sales Orders:

2. On your Manage Sales Orders page, to add a new order to Expandly, click (top right) and then . To Edit an existing order, click Actions>Edit Details:

3. On the Create Order/ Edit Order page, click on the edit icon, within the Order Details section.

4. On the Line Items Details pop-up, assign/amend the quantities associated with the order at Location level and click :

5. Once this has been done, on the Create Order/ Edit Order page, click (top right).

Please Note:

• When applying location quantities when either creating or editing order, this will supersede any order rule or location order.
• When creating orders manually, once orders are saved, you will be unable to edit and change the locations the products are assigned to.

Multi-Locations & Order Rules

Should you wish to supersede Location Order, you can set up Order Rules within Expandly to manage this. 

1. Click Settings (left menu) and then click Order Rules:

2. On the Order Rules page, click (top right).

3. On the Add Order Rule page, specify Rule Details, Criteria and Actions:

4. When Rule Details, Criteria and Actions have been determined, click (top right). 

Multi-Locations & Returns

Creating Returns

1. Click Sales Orders (left menu) and then click Manage Sales Orders:

2. Find the order you wish to mark as returned by using the search field or filters and then click Actions>Mark as Returned:

3. On the Edit Return page, complete all required fields within the Order Details and Order Summary sections. Within the Order Details section, if  is the Return Option, you can click on the edit icon, to determine, via Manage Locations Quantity pop-up,  the which Location you want the stock to be returned to:

4. Click (on the Manage Locations Quantity pop up) and then once all required Returns details have been added, click again (on the Edit Return page).

Editing Returns

1. Click Sales Orders (left menu) and then click Manage Returns:

2. Find the Return you wish to update by using the search field or filters and then click Actions>Edit.

3. On the Edit Return page, within the Order Details section, if  is the Return Option, you can click on the edit icon, to determine, via Manage Locations Quantity pop-up,  the which Location you want the stock to be returned to:

4. Click (on the Manage Locations Quantity pop up) and then once all required Returns details have been added, click again (on the Edit Return page).

Multi-Locations & Purchase Orders

Creating Purchase Orders

1. Click Purchase Orders (left menu) and then Manage Purchase Orders:

2. On the Manage Purchase Orders page, click (top right).

3. On the Create Purchase Order page, complete all mandatory PO details such as Supplier Name, Supplier Address, Created Date, Delivery Date, Currency and PO Number.

4. Within the Location field, select the Location in which you want to create the Purchase Order for:

5. Add the items to the PO that you need to order and once done, click (top right). 

6. Once the PO has been received, on your Manage Purchase Orders page, you can mark as received via Actions>Mark Goods as Received. This in turn will update the stock levels, at the Location you have raised the PO for: 

Editing Purchase Orders

1. Click Purchase Orders (left menu) and then Manage Purchase Orders:

2. Find the Purchase Order you wish to update by using the search field or filters and then click Actions>Edit.

3. On the Edit Purchase Order page, within the Location field, select the Location in which you want to apply to the Purchase Order:

4. Make any other changes to the PO that you need to and once done, click (top right). 

5. Once the PO has been received, on your Manage Purchase Orders page, you can mark as received via Actions>Mark Goods as Received. This in turn will update the stock levels, at the Location you have raised the PO for: 

Need more help? 

If you would like to discuss multi-locations in more detail, please get in touch and we will be happy to help!

Multi-Channel eCommerce Software | Expandly