Inventory management

Setting the default field values for the model
The jewelry model includes all the fields of the final product. This allows setting values to the fields, identical for all products in this model. When new products are created from model, they can inherit these values. For example: eBay style, Etsy category, Gemstones amount, Location etc.   To set the default values, enter the Basic and Commercial tabs on the Model Edit page, similar to the Product Edit page.  
Using Product tags
Product tags allow quickly sort, filter, find and comment products. Each product can have as many tags as needed. As an example, tag products with "On sale till 31/08", "Redo photo", "Reprice", "Price increased 12/03", "New template test", "To follow up", "Improve description", "Amazon Best seller" etc. To edit tags, go to Products -> System Actions -> Product tags
Use different images for different channels
Valigara allows you to define the relation between every product image in the system and the integrated accounts. For example, if you have 4 accounts on, 3 accounts on and 2 accounts on, you can set different product images for each integrated account. This is important as every sales channel has its own requirements, uniqueness and best practices, related to jewelry images. For every product, the Image Options in the product editor allow setting the relevant marketplace(s) / account(s) for the image. You can mass edit the Image channels relations by the advanced Import-Export module. Every channel and account in the system has his unique ID, which is created once it is created and visible in the account settings. In Excel, the " Image Channels Relation "column sets all the relevant accounts for each image. By default all images are used in all accounts. In addition, the separate "Main Image" column easily set only the main image for each account. The numbering structure: 1000 - eBay 3000 - Etsy 3500 -, 3600 - 4000 - Sears (Large ones, Rakuten Newegg will be here) 5000 - Bonanza (smaller ones, Artfire Dawanda 11main will be here) 6000 - Rapnet (diamonds, IDEX will be here) 7000 - Alibaba (wholesale) 8000 - Social (Facebook, Pinterest, Twitter...) 9000 - Comparison (Zap, Google Shopping) The combination of the Channel ID and the Account ID allows to define the precise account, f.i.: 1001 - First account on Ebay 10N - N account on Ebay (N always 2 digits) 3001 - First account on Etsy 30N - N account on Etsy (N always 2 digits) The international eBay sites numbers: 1100 - eBay.US 1200 - eBay.UK 1300 - eBay.Australia 1400 - eBay.Canada 1500 - eBay.France 1600 - eBay.Germany 1700 - eBay.Singapore Example: Images , Relations: 1000 3000 4001 5001; 1002 3002, 4000, 5000 The first image will be shown in all eBay accounts, all Etsy accounts, first Sears account and first Bonanza account The 2nd image will be shown in first eBay account, second Etsy account, all Sears accounts and all Bonanza accounts
Shuffling images
Different jewelry items of the same model / design can look the same. F.i. , the 18K and 14K yellow gold pendant, or 6.5 and 6.75 size ring will look the same at the picture. Often, same pictures will be used for selling such jewelery online. At the same time, having many similar products cause the online store look "spammy" and not interesting. Shuffling images allows quickly make the products unique by changing the order of images. The products will be posted with different first picture, making your store collection more diverse. Shuffling your jewelry images is available at several levels:
  • Bulk action for multiple products (Catalog -> Product Images -> Shuffle images)
  • Specific product (Catalog -> Product edit -> Shuffle images)
  • Specific integrated account(Catalog -> Product edit -> Product images -> Shuffle images at the specific account)
Multiple warehouses and stock locations
Valigara allows you to handle several stock locations together. This can be extremely useful for managing jewelry, distributed between several warehouses, brick and mortar stores, distributors and fulfillment centers. For every selling account in Valigara (such as eBay, Amazon, Etsy etc) Valigara allows assigning several stock locations, setting the priority for each one. The stock with higher priority will be used first. In addition, each stock can be set to service the specific countries. Quantities for each stock are set up independently. Example: Assume you have 2 stock locations: 1) an integrated fulfillment center (FBA, EFC or other), relevant to a specific country (f.i. USA), having limited amount of products 2) your main company stock in your factory (f.i. Bangkok) ,  is able to serve all countries, some physical stock and able to produce any amount of products To improve the logistics and clients service, set the fulfillment center as the highest priority stock. If the new order will come from the relevant country (USA in this case), and the item is available in the fulfillment center stock, Valigara will automatically send request to send your jewelry from the fulfillment center. After done, Valigara will automatically receive the relevant tracking number and put it into the order information on the marketplace. If the order comes from any other country, Valigara will use the Main company stock for order. If there are no stocks relevant to the country of order, no automatic action will be done and you will be prompted to handle the order manually.
Copying data from one product to another
In many cases, different product variations share a lot of information. For example, the only difference between the size 5 ring and the size 5.25 ring will be the Ring Size value, while the rest of product fields (such as Collection, Metal, Gemstone, some commercial information, Related products etc.) will stay the same. The "Copy data" function allows quickly copying the selected fields values from one product to another. Select the source product, the destination product(s), the desired fields, decide if to override the existing values in the destination products - and voila! Few options to make the process easier:
  • In the Model page, set the "Main product" as the Source, and "All products from this model" as the Destination jewelry
  • In the Catalog page, use the existing results to select the Source product.
  • On any stage, use the multiple item IDs separated by "," to select the destination products
How do I duplicate my product in Valigara system?

Sometimes you may want to offer some of your products in a variety of colors, with different gemstones or/and metal options.

You can easily create all these variations based on current model by duplicating your product.

To duplicate a product in the Valigara, you need first to check if you have all required materials defined in the system. On the Inventory pages you can check and edit existing metals, metal purities and gemstones lists. On each one of these pages there is an "Add New" button for creating a new material if needed. In addition, on the Inventory Gemstones page you can create duplications for your existing stones, and this feature can save you time working in the system.

When the materials are ready, you can find your product in the Catalog and click the "Duplicate" icon in the  Tools on the right. In the page opened you can edit "Catalog code" - SKU for your product, make desired changes in the metals and gemstones list, also you can replace photos, edit titles, description, prices and other information. After you successfully save your changes, new product is completed.

If you use Excel for preparing products list, you can copy the product details to a new row and make all desired updates to it, including product code, metals, gemstones and commercial information as titles, prices, description and so on.


What are complementary items and how can I manage them in Valigara?

Sometimes different jewelry items in your collections can be united by the same theme or same design line and they can come together as jewelry set. When you offer one of these items to buyers, you may want to draw their attention that there are other matching (complementary) items in your store, and in that way you can increase chances for a multiple purchase.

In Valigara system there is an ability to define up to 5 complementary items for each one of your products. You can select matching items in the "Complementary" tab of each product page or can use Excel file for bulk update.

After some product and its complementary items are posted to eBay/Etsy marketplaces, the links to complementary items can be visible on the product page.

Import and Update products from Excel
Use Catalog -> Products Import/Update page to import your data feed into the system. "Import" block on this page is intended to new products creation. "Update" block is for small adjustments/fixes. For example, adding "Full color name" to your products. 2 use cases are available for importing information about your products
  • Import - is used for adding of new products in the system. When using this form, it will be necessery to provide minimal required information about your jewelry.
  • Update - update of information regarding the existing products in the system. In this case, the only required field is Valigara's catalog code. The update file can include any partial information about your products, f.i. pricing only, commercial titles only , Etsy keywords etc.
  • You can choose/create as many import formats for your file that will define the relation between each one of your Excel fields and appropriate field in the system. These formats will be automatically saved both for Import and Export so it is easier to use.
  • For your convenience, there are several pre-made import formats. You can download examples of Excel formats targeted for different product types, including  "Valigara-default", based of the example Excel Import file, "Fine Jewelry", "Fashion Jewelry" etc. For loose stones you can use the  "Fine Jewelry" format.  If you made some updates to the example Excel, you'll need to adjust this import format accordingly.
  • To define more info in your file, you can add new columns in Excel and fill them with required data, just remember to update system import format accordingly and save your changes for further use.
  • Excel formatting (Format cells) and formulas are not supported by Valigara. Before importing the file, please check that it contains values only.
Does the Valigara system alert me when my stock is about to end?

In general, System Alert module is built to announce you about issues that require immediate attention, including stock quantity alerts.

When you receive a system notification saying your product/gemstone reached quantity alert value, you should take one of the suggested actions to solve the issue:

  • Ignore/No action

By clicking the "Ignore/No action" button you let the system know you've already handled the issue (updated stock or removed the relevant product from selling etc.) and no additional action is needed.

  • Remove from all channels

If one of your gemstones is ended in stock and you don't have it anymore, by choosing this action you will remove all the products using this gemstone from all the marketplaces in order to avoid overselling.

The same action can be chosen if some of your products is ended in stock and should be removed from selling.

After the appropriate action is taken, the alert for this specific product/gemstone is marked as read in the alerts list, and you'll not receive it again.

If you are used to take the same action each time your products/gemstones reach quantity alert value, you can define it beforehand in the stock settings:

  • Ignore

This action is defined by default, it means that stock alerts will not appear on the system pages, and you should constantly review your stocks to keep them updated.

  • Alert for action

Choosing this action you'll keep receiving system notifications about products/gemstones reached quantity alert value.

  • Remove from all channels

If this action is defined, products/gemstones reached quantity alert value will be removed from the selling automatically and you'll not receive the system alert on them.

How do I add bulk images to products?

There are several ways to upload products images in Valigara system:

  • If you have your jewelry pictures on a remote server, you can define URLs (links) to them in Excel file
  • If your jewelry pictures are stored on your computer, you can upload them via "Product images upload" page:
    Please pay attention to the instructions for creating matching pictures names to allow bulk images upload.
How do I manage my stocks?

One of the main advantages of Valigara system is the ability to manage common stock of catalog products on different marketplaces together with materials stock management.

Inventory - products stock

Stock management is available on the Inventory page:

For each one of the catalog products quantity of currently available items in stock can be defined in the "Quantity" field. Also, you can define the "Quantity alert" for each product that will send a reminder to the system Dashboard screen when a specific item is about to end, so that you'll be able to keep your stock updated all the time.

For mass quantities update the function "Update quantities" can be used.

Products - Unrepeatable items

From our experience, not all the jewelry items can be repeated, some of them are unique and one-time products only. It's very important to avoid an overselling for this type of products, especially if they are presented on several marketplaces simultaneously.

Valigara allows to define such a product as "Unrepeatable item" and when the last one of available items in stock is sold, the product will be removed automatically from all the marketplaces.

Please pay attention, that there are some situations when a marketplace doesn't allow to remove a listing, for example, when an eBay auction listing has a bid. In the case of marketplace restrictions, the overselling for "Unrepeatable item" should be managed manually.

Inventory - metals stock

In addition to products stock the system allows to manage materials (metals and gems) stock.

In the same way as you can define "Quantity" and "Quantity alert" for ready products, you can define available "Weight" for each one of the metals you use in your work and receive low stock alerts using "Weight alert".

Inventory - gemstones stock

Valigara system offers an exclusive possibility for managing common stock of loose gemstones and jewelry items that allows you to offer the same gemstone as a loose gemstone and as a part of a jewelry item at the same moment.

For example, you have a single round diamond 0.5ct SI1 F in your stock (checked as Unique) and you posted it as a loose diamond for sale. Also, you offer for a sale a solitaire ring with this diamond. At the moment your ring is sold, the loose gemstone listing also removed from sale (if there are no marketplace restrictions).

The full information about gemstones stock settings you can find here:

Orders - Sold products

An important part of efficient stock management is revision of sold products. For each one of them you can choose a system action that seems you the most suitable for this moment. For example, you can remove the product from all marketplaces, re-post again to the marketplace it was sold on and so on.

The system also allows to define an automatic product stock management settings:

When the automatic products stock update is active and new order arrives, the available quantity of this product will be reduced automatically on all marketplaces according to the ordered quantity. For example, if you have a specific ring with available quantity 3 on eBay and Etsy and 1 is sold on eBay, so after the auto-update this ring will be in quantity 2 on eBay and Etsy.

To make automatic products stock more flexible, there are additional options:

- Order status for quantity update - you can define that the quantity update occurs or when a new order arrives or just when a paid order arrives or when your order is marked as sent so on.

- Automatic stock refill - for repeatable products you can define that when your stock for such product comes to zero, it's automatically increased up to the refill value on all marketplaces.  If auto-refill is not defined and your stock for some product comes to zero, this product is removed from all marketplaces (if there are no marketplace restrictions).

How do I import loose stone products to system?

In Valigara system you can manage loose gemstone products as well as jewelry products.

To import a loose gemstone product, you need to define in the Excel a type "Loose" for it together with all other required information including title and price for each channel.

Calculating product prices
To update price for a single product you can enter the product page and overwrite the price manually.
To update price for a group of products / all  products, check the desired products in Products list and select System actions=>Prices calculation.
Alternatively, in Catalog => Pricing Templates create a new pricing template (formula) based on setting cost, gemstone cost, added values and more. In Products page => System actions check the products to update prices and select ‘Pricing Templates’. Choose ‘Price to set’ (e.g., select the relevant template.
How do I import my products to Valigara?

If your catalog is not presented on an online marketplace as eBay or Etsy, you can prepare the products in Excel file and import them into the Valigara manager.

Preparing Excel file

On "Products import/update" system page you can download an example of Excel format to start working with:

In this file you can find most of fields that can be used to define your products technical details in very accurate way (metals and gemstones information, weights, sizes...) as well as information for marketplace listings (description, titles, prices...). Also, it's possible to add more fields to this format if needed.

To make the work with Excel more convenient, we marked all mandatory fields in red, added explanations for each field in comments and also prepared several products for example.

Importing Excel file

After Excel is ready, you can go to the "Products import/update" page and upload it using Import option.

Please pay attention that Excel formatting (Format cells) and formulas are not supported by Valigara. So before you import your file, please check that it contains values only.

On the next step you are asked to choose/create the import format for your file that will define the connection between each one of your Excel fields and appropriate field in the system. For your convenience, we prepared an import format "Valigara-default" based of the example Excel file. If you made some updates to the example Excel, you'll need to adjust this import format accordingly.

Generally, Valigara allows to define as many Excel formats as you may need. For example, format for rings that contains fields with info about ring size and sizes range, format for earrings that provides details for fastening type, earrings style and so on. For each one of the Excels you can define a matching import format in the system.

Managing products images

There are several ways to upload products images in Valigara system:

  • If you have your jewelry pictures on a remote server, you can define URLs (links) to them in Excel file
  • If your jewelry pictures are stored on your computer, you can upload them via "Product images upload" page:
    Please pay attention to the instructions for creating matching pictures names to allow bulk images upload.

You are welcome to choose the most suitable way for your products images managing.

How can I add additional field to product?
Valigara system allows to have as many product fields as needed. There are many relevant jewelry fields in Valigara system: metal fields, gemstone fields, weight, description... With that, sometimes you may need to add additional information, for describing your products better. For example suitable occasion, product price in euro etc . Use the Additional Fields page to manage product fields. For each field you can define one of the following types according to your needs:
  • String - short text/note, a single line. Examples of system fields: "Dimensions", "eBay title".
  • Text - large amount of text. Can include special characters, end of lines etc. Example: "Description" field.
  • Whole number - Example: "Quantity".
  • Fractional number - Examples: "Width", "Length".
  • Yes/No - Examples: "Unrepeatable", "Not for sale".
  • Select Multiple - used for fields in them several values can be defined at the same time. Example: "Tags", "Etsy materials".
  • Select Single - used for fields in them only one value can be selected from a pre-defined list. Examples: "eBay category", "Etsy category".
  • Price - field type participating in prices calculation or pricing formulas application. Example: "Reseller price", "Amazon price".
  • Length - field type for defining the lenght parameters. This field can be automatically  recalculated according to different channels requirements, in MM, INCH, FEET etc.
In addition you can group the fields, set length and order of their appearance on the product page for more convenience. After additional field is defined in Valigara system, it can be added to product template on marketplaces to provide more information to your buyers.  
Managing multiple price levels for your jewelry

In addition to having unique prices for your online marketplaces (eBay, Etsy, Amazon, Bonanza etc), Valigara allows setting additional price levels: for example for distributors, shops, large networks and small retailers, your dedicated online catalog and many other...

It is possible to define as many prices as needed, by creating additional fields in Catalog->Additional Fields. Simply define "prices" in new field's set, and it will appear with all other prices. 

 To create prices easily, use "Calculate prices" in System menu in the Catalog page.

For example, set "Shop price" = "Purchase price" + 30% 

What is Image storage page?

Image storage page allows adding images to system to future use with import.

Sometimes we require the same image to be used in several products. For example, putting for sale a ring in many sizes, when we prefer to have each size to be a different product in our jewelry catalog. Or adding a beautiful jewelry box picture to each product in the catalog... The simple way would be posting the image to each product. Which is

  • bulky
  • requires lot of work
  • in case we decide to use a different picture, we must go one-by-one to update it in all products. 

This is why we created Image storage page. Instead of uploading the picture to each product, it is possible to store it in central place. On uploading it receives it's own link, accessible from everywhere on the Internet. Using this URL, it is possible to re-use it in any place you want, including products, templates, emails and more! 


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