How to Add and Manage your Products

• Search your Product Catalogue with the Search Bar

• Use Filters to filter your Product Catalogue

• Search your Product Catalogue to see which products you have under each category 

• Enable and disable products you are currently selling or managing inventory of

• Enable and disable pre-sale of products. To learn more about pre-sales, click here. 

Add Products

There are two ways to add your product catalog to Ollie Order: manually or via a Product Uploader bulk import. If you have 1-20 products and variants (sizes), adding products manually will be quickest. If your product offering exceeds twenty items, you can request the product upload template from your dedicated Customer Success Manager.

Option 1: Add Products Manually

You will want to add all products that you have in inventory to begin with. As your products change, you can enter new offerings as you go. If you stop selling certain products, they can be disabled on the Product tab as well.

To add a new product, click Products on the side navigation bar to the left. You will be creating a “Product” to represent each item you package, as well as the variants for each product. Variants represent all the sizes you sell that product in. Each product will need to have a minimum of one variant. 

Click the + New Product button in the top right hand corner:

Fill in the following information:

• Brand - this is the company that will appear on your invoices (most Ollie accounts only have one brand, so this will auto-fill but in the event you have more than one brand select the appropriate brand for this product)
• Name - name as you would like your product to appear on the invoice
• Tax Type - select the appropriate tax type for your product (note if you are a USA-based user, you can select “exempt”)
• Tags - select a tag that best represents your product
• Vintage - only add a vintage if applicable (in most cases, this is not used for beer products)
• Description - only required if you have Marketplace functionality
• Image - only required if you have Marketplace functionality

Once you have created the product, you will then need to create the variants (the sizes you sell the product in).

Manage Variants

Variants are another way of saying the different sizes that fall under each product type. For instance, if you have a product called "West Coast Lager," you may have different sizes of that beer such as 335ml cans, 650ml bottles, 20L kegs, and 50L kegs. These are variants. 

Once you have entered in the product details and hit Create, you will see a collection of tabs appear at the top of the page. Click the Variants tab and then click + New Size. 

Fill in the following information and then click the Create button:

• SKU - This is a unique way of referring to that specific size of that specific product. Only numbers can be used in Ollie Order. **If you are using Ollie Ops, it is recommended you use the same SKU in both systems to easily identify products between the two systems
• Container Size - Select the size you package the product in from the drop-down (if the size you need is not listed, please contact support@ollieorder.com and request it be added)
• Items per selling unit - Indicate how many items make up one selling unit (i.e. how is it sold on the shelf). For example, wine is typically sold by the bottle, so a selling unit would equal 1, while the quantity per selling unit of a four pack of tall can beers would be 4. **Important note, pricing for products will be based on the price per selling unit, so if all your pricing is done by the case, you will want to add the number of items that make up a case here (24 is common for beer).  For Kegs, the items per selling unit is always 1.
• Selling units per case - Indicate how many of the selling units in the previous column make up one case. For example, a case of wine is typically 12 bottles (made up of 12 individual selling units), so the selling units per case is 12. Six four-packs of beer makes up a typical case, so the selling units per case would be 6.**Important note, if you set up your items per selling unit as 24, then select 1 as the selling units per case. For Kegs the selling units per case is always 1.
• Apply Keg Deposit/Government Deposit -
  
  • • Kegs - Indicate if a deposit is required or not by clicking the box (note, if you select this option, keg deposits will be charged according to the set-up on the Product > Keg tab. More info on that feature can be found here).
    • Cans or bottles- Enter  total amount that should be automatically added based on the items per selling unit if you charge government deposits (ie. if your cans have $0.10 deposit and you sell them in 6-packs, the deposit should be $0.60)
• Weight in KG - Total weight of your selling unit
• Restrictions - Optional, use this to search and select buyers that you restrict sales of this product to. More on restrictions can be found here. 
• Category - Optional, use to categorize your products
• UPC/SCC - Optional, fill in if applicable
• Pricing - Fill in according to your pricelists (if price lists have not been created yet, you can wait on this step).
• Integration mappings (Canadian Feature only) -  If you are connecting with Container World, more details on that can be found here.

*Note the Release Date/Presale Box/Showcase in Marketplace/Featured Products sections are part of future development, currently you should leave these boxes blank.

Option 2: Add Products via Product Upload Template

If you have more than a dozen or so product variants in total, the product uploader may be more efficient for you. You will need to request a template from your Customer Success Manager (CSM) as it will be customized for your business. 

Once received, fill out the spreadsheet according to the column descriptions below and then send the completed spreadsheet to your CSM to have it bulk uploaded for you. Please note the turnaround time for this may be up to 2-3 business days.

• Brand Name: Your brand name should appear exactly the same way on every line in this column, please enter your name as it appears under the Settings > Brands tab in Ollie Order
• Varietal Name: This is the name of your product as you would like it to appear on your invoices. We recommend that you leave your brand name and the product sizes OUT of the product title. While it is totally up to you, including this information in the title will result in a lot of duplicate information on invoices.
  • • Note, if you have multiple SKUs (sizes/variants) for the same product,  you will have one line for each size and in this column, the details should appear exactly the same, (you will note the differences in the Container Type & Size column). Any differences in this column will generate a brand new product.
    • Products will be uploaded exactly how you include them on the form in this column, so ensure you are consistent with the naming convention, including use of capital letters.
• Type of Beer: This column must be populated by selecting an available value from the drop down list. These values match the pre-existing values within Ollie. Values that are not available on the list cannot be entered, otherwise the product will fail to load. You can be as specific or generic as you'd like with the tag, but a tag is required.
  • • Note: While this column is labeled Type of Beer, you will also find a variety of wines and ciders included. A tag is required so at minimum you can select "Alcohol.”
• Vintage: If your product has a vintage, then select an available value from the drop down list. These values match the pre-existing values within Ollie. Values that are not available on the list cannot be entered, otherwise the product will fail to load.
  • • If your product does not have a vintage (like is the case for most beers), leave this column blank.
    • Note: If you create the same product year after year, you will require multiple products in Ollie to represent tha. It may be possible for you to list the same product name on multiple lines, with the same SKU, with the only difference being the vintage (and maybe price). Each vintage must be a unique product (which can then have multiple variants if you sell it in various sizes).
• % ABV: Indicate the appropriate ABV percentage in this column.
  • • Note: if you have multiple sizes for a product, it is important that this column contains the exact same information for each line.
• SKU: Indicate the SKU that represents the size of your product. It is possible to reuse SKUs however you cannot use the same SKU for multiple variants of the same product.
• Container Type & Size: This column must be populated by selecting an available value from the drop down list. These values match the pre-existing values within Ollie. Values that are not available on the list cannot be entered, otherwise the product will fail to load. Each product must have at least one Container Type & Size (variant) that is sold in. If you sell a product in three sizes, you will have three lines of data, and it is in this column that you will indicate each of the different sizes you sell that product in.
• Quantity Per Selling Unit: Indicate how many items make up one selling unit (ie. how is it sold on the shelf). For example, wine is typically sold by the bottle, so a selling unit would equal 1, while the quantity per selling unit of a four pack of tall can beers would be 4.
  • • Important note: Pricing for products will be based on the price per selling unit, so if all your pricing is done by the case, you will want to add the number of items that make up a case here, (24 is common for beer).  For Kegs the items per selling unit is always 1.
• Selling Units Per Case: Indicate how many of the selling units in the previous column make up one case. For example, a case of wine is typically 12 bottles (made up of 12 individual selling units), so the selling units per case is 12. Six four-packs of beer makes up a typical case, so the selling units per case would be 6.
  • • Important note: If you set up your items per selling unit as 24, then select 1 as the selling units per case. For Kegs the selling units per case is always 1.
    • In the USA the recommended set-up is typically 24 and 1 beer.
• Deposits Per Selling Unit: Indicate how much the sum total of a deposit would be for all the items in a selling unit before tax. For example, a bottle of wine may be $0.10, while a four pack of beer may be $0.40 and a keg may be $30.
• Price List Columns: A minimum of one price must be added in, but you can populate up to three columns if you have three different price points for your product. The price should represent the price before tax per unit (not per case).
• Tax Type:  In the USA please write the your two letter State Abbreviation plus exempt (ie. CA except), in British Columbia, write “British Columbia Liquor."

FINAL EXAMPLE

In the Showtime Brewing Example below, there are 3 different types of products, but 5 SKUs in total.   There is one line for each of the Natalie Porterman SKUs (ensuring the Brand Name, Varietal Name, Type of Beer and % ABV columns all have the identical information, with the differences noted in the SKU, Container Type & Size, Quantity/Selling Unit, Selling Unit/Case, deposit and price list columns). The same pattern follows for David Hasselhop, and then there is just one SKU for Ale Pacino. The vintages column was left blank, as the brewery products in this particular example do not have vintages.

Warehouse & Inventory

There is also a tab where you can change which Warehouses the product appears active in, and see the Inventory under each warehouse. Click on the Warehouses & Inventory tab (next to Variants):

Here, you can set which warehouses a product is available by using the toggle switch.

You can also see the inventory available for that product and its variants under the Inventory section at the bottom.

Sales Channels

If you are a Canadian customer, under the tab called Sales Channels, you can choose whether a product variant is available on the BC Wholesale Marketplace (also known as your Ollie Buyer Store). Use the toggle switch to enable or disable a product from visibility on the Ollie Buyer Store.

Product FAQ

1. Am I able to add products other than liquor?

   Yes! You can list liquor, merchandise, soda, non-alcoholic beverages and shipping as products. Be sure to select the correct corresponding Product Tax from the drop-down so that the appropriate tax scheme will be applied.

    

2. Can I delete a product?

   No, products cannot be deleted once added, as historical data is connected to each product. Products can be enabled or disabled so they are visible only if you want them to be. You can also enable or disable products within warehouses (so a product is visible in one, but not within another from the order screen)

    

   To enable a product, slide it to orange. To disable a product, slide it to grey.

   

    

    

3. How do I map my product to Container World?

   Please reference: Map your product between Ollie & Container World - VIDEO