Overview

Bitsila offers a complete system that helps streamline every operation for their business. This includes a comprehensive Inventory management system that enables easier inventory updates, automatic stock deduction based on the sales, stock tracker, minimum and maximum stock limit alerts, and many more functions.

This will help the clients manage their inventory without any hassle.

However, some clients opt out of the Inventory Management system and choose to manage their inventory by themselves. They use their systems for inventory management systems. So, for these users who have this external system to synchronize their inventory with Bitsila’s system, we introduced the Simple Stock Plan Model.

Through this model, users can just import their inventory data from their system into the form of a spreadsheet and sync it with Bitsila’s system.

 For the Synchronization process, our model provides an easy-to-use mapping process. Based on the configuration through this mapping, they can synchronize their inventory data file with the Bitsila system.

The inventory data from this source file will automatically sync with Bistila’s system at regular intervals of fifteen minutes. So, all they need to do is change the data in the file, whether it is the stock quantity or the prices and the changes will reflect in Bitsila’s system as well as all the sales channels linked to Bitsila’s system.

Note: To perform either of these operations your Account Outlet type should Multi-Outlet type and your account’s Inventory Plan should be Simple Stock Plan.

Step-by-Step Procedure of Inventory Synchronization with Simple Stock Plan

Step 1: Log in to your Bistila Account and ensure your account is eligible for Simple Stock Plan

The first step is to log in to your Bitsila Account and access the system interface. As mentioned above this method is only suitable for the Multi-Outlet accounts that have a Simple Stock Plan for their Inventory Control.

To make sure that your account is eligible for this plan, check out your Business Profile and Account Info.

Step 2: Configure your Multiple-Outlets 

1. Go to Business Module on your left-side panel

2. Click on Outlets

Now you will be able to see the Outlets screen where you can see all your Outlets listed down. If all of your outlets are listed below, then you are ready for the next step. But if you need to, you can add more outlets.

3. As mentioned, you can move to the next step if all of your outlets are already in the list, but if you need to add more outlets, click on Create New

A pop-up will appear where you can enter the details of your outlet.

4. Click on Update

Repeat the Process if you have more than one outlet to Configure.

Step 3: Configure Items for your Outlets

1. Go to Products Module on the left-side panel and click on Items

You can see the list of all the products that are available for your stores.

2. If you want to add more items, you can click on Create New Button or you can move forward to the next step.

When you click on Create New, a pop-up will appeared to enter the item details. Once you enter the details, click on the Create button on the top left of the pop-up screen. The item will be created and added to the list of your items.

If you have many items that you need to add, it would be difficult to configure. For that, you can add items by importing a catalog.

Once you Configure the outlets and items, you are ready for the next step.

Step 4: Create a Single File by Compiling the Inventory Data for all the Outlets

Now create a single spreadsheet with all the inventory data complied together. You need to compile the data based on the EAN numbers of the items. Check out the below example.

In this example you can see the first column has the EAN numbers and you can notice that the same EAN numbers repeated again. 

That means, you are adding the data of same item for the multiple stores, you can identify this by checking the Store ID with respect to the EAN number.

Now, if you notice the remaining columns in the middle, you will see that for the item with same EAN number the stock value is different for different stores.

You can also see that the data in the middle columns is also different for the same Item when it comes to different stores.

So, with this sheet, you have compiled data of all the items for different stores compiled together. Different stores that have different stock values of the same item have been noted along with the different prices in different stores for the same item.

Once this is data is compiled into a single spreadsheet, you can move on to the mapping process.

Step 5: Mapping

The mapping process is the key to configuring this Inventory data to synchronize with Bitsila’s system. This process will allow the system to understand the data in your file and assign it properly to the respective stores.

Here is how the mapping process goes.

1. Go to the Business Module on your left-side panel and click on Outlets. Select one o the Outlets in your list.

Once you click on the Outlet, the Outlet details screen will appear

2. Click on the Settings tab

3. Click on the Edit Button on the top-right

The Edit Settings pop-up will appear and you can scroll to find the Mapper details Section.

4. Now you need to enter the Configuring details from your Spreadsheet.

i) In the EAN Mapping Section, enter the Header of the column that has EAN numbers in your spreadsheet.

ii) Now select the mapper key from the dropdown and for this example, it is the EAN code. If you are using a Barcode Sku or any other number, make sure that there is a column with those numbers in your document.

iii) Add your Import file key in the next field which is also EAN code for this example.

iv) Now enter the respective column names for the Stock, MRP, B2C Online Price, and B2C POS price.

In your spreadsheet, you might have noted down these values under the columns for the different names. For example, let’s say in this sheet, Stock is under the Stock Column and MRP is under the MRP Column, B2C Online Price is MRP1, and B2C Pos Price is MRP2.

So, enter the respective headers from the sheet into the respective fields.

v) Finally Select the File type

vi) Click on Update once you Finish entering all the details

The Mapping configuration is completed. Repeat the Procedure for the rest of your outlets.

Once the Mapping is complete, you are ready for the final step in the Synchronization Process.

Step 6: Inventory Sync Configuration

1. Go to the Business Profile of your Account

2. Click on Edit Button

3. Scroll down to find out the Inventory Sync Configuration Panel and Enter the details.

i) Select the Inventory Sync Time. Based on this the auto-sync will activate at the regular intervals.

ii) Choose the Inventory Sync File type in the dropdown.

Store-Specific file is used when you are doing the inventory sync for a specific store. This method will allow you to change the inventory of one particular store and the rest of the stores’ inventory will be completely undisturbed.

Single File on the other hand is used when you are doing the inventory synchronization for all the stores at the same time. In the above example that we have discussed until now, we were doing the Single File method.

iii) Enter the header of the Store ID column in the Store ID section

iv) Next select the Inventory Source from the drop-down based on what cloud source you are using for your spreadsheet to maintain the live updates.

You can use either http or ftp based on your preference. If you choose none, the sync will not work.

v) Enter your Username and Password

vi) Enter the file path and select the file type

The file path is the URL through which your live spreadsheet can be accessed. File type is the type of spreadsheet you are using. It could be a CSV or an Xlsx

vii) Click on Update in the top-right corner to finish the Synchronization Process

Now the inventory will synchronize at regular intervals and you can check the status by going through the following flow.

Business→ Data Imports and Exports