How to use store secretaries to optimize overseas warehouse inventory management and order processing processes
In cross-border e-commerce operations, effective management of overseas warehouse inventory is one of the key steps to ensure timely and accurate delivery of orders. As a professional e-commerce management system, Dian Xiaomi not only provides merchants with a convenient and efficient order processing process, but also helps optimize overseas warehouse inventory management to ensure that orders can be delivered accurately and improve customer satisfaction.
1. Optimize overseas warehouse inventory management process
Pairing of overseas warehouse SKUs and warehouse product SKUs
Before processing the order, you first need to match the overseas warehouse SKU with the warehouse product SKU to ensure that the system can accurately identify and process the order products. The following is the pairing operation process:
Method 1: The warehouse product SKU of the store secretary has been added
If the store secretary’s warehouse product SKU has been added, you can complete the matching through the following steps:
- Enter [Warehouse—Overseas Warehouse—Warehouse List—Synchronized Inventory].
- If the overseas warehouse SKU and the warehouse product SKU are the same, click [Synchronize Inventory] directly to complete the matching.
- If the overseas warehouse SKU and the warehouse product SKU are different, find the corresponding overseas warehouse SKU, click [Pair], select the corresponding warehouse product SKU, and save.
Method 2: No product SKU added
If the product SKU has not been added, you can generate the product SKU and complete the matching through the following steps:
- Enter [Warehouse—Overseas Warehouse—Warehouse List—Synchronized Inventory].
- Click [Generate Product with One Click], complete the product information, and then save it.
Method 3: Import pairing
If you want to import and update pairing relationships in batches, you can follow the following steps:
- Enter [Warehouse—Overseas Warehouse—Warehouse List—Import].
- Select [Import Update Pairing], download the import template and fill in the content, then select the file to upload and confirm.
Association between warehouse product SKU and order product SKU
After completing the matching of overseas warehouse SKU and warehouse product SKU, you need to associate the warehouse product SKU with the order product SKU to ensure that the order can be accurately matched and delivered. The following is the associated operation process:
Method 1: Entered the order page
If the order has entered the store secretary page, you can complete the association through the following steps:
- Enter the order details, select the overseas warehouse logistics channel, and save.
- Click on the matching product SKU, select the product SKU to be matched, and then select [Modify all “pending review” and “pending” packages, and change the matching relationship] to complete the matching.
Method 2: Make matching relationships in advance
If you have not placed an order yet and want to make a matching relationship in advance, you can take the following steps:
- Enter [Warehouse—Product Management], find the product SKU that needs to be matched, and click Edit.
- Fill in the order product SKU in the platform SKU position and save it.
2. The whole process of overseas warehouse order processing by the store secretary
Order review
First, enter [Order—Order Processing—Pending Review], check the orders to be reviewed and conduct batch review, and the orders will enter the pending status. In addition, the store secretary also provides the function of setting order review rules, which can automatically review orders according to specific needs and improve order processing efficiency.
Choose logistics method
In the pending orders, check the order and perform batch operations, select the appropriate overseas warehouse logistics channel, and save or save and apply for the waybill number. At the same time, the store secretary also provides the function of setting logistics distribution rules, which can automatically allocate logistics methods according to the rules to further improve operational efficiency.
Apply for a waybill number
Since the overseas warehouse system does not return the tracking number in real time, the order will first enter the tracking number application status. In this state, after waiting for the overseas warehouse to generate the tracking number, you can re-obtain the tracking number and complete the order status update.
Order delivery
After obtaining the waybill number, select the order for batch operation, submit the waybill number to the platform, and complete the delivery status. In this way, the order is successfully shipped to the customer.
Solutions to common problems
Problem 1: Order status not updated
Reason: The order from the third-party overseas warehouse was submitted for shipment in the background, but the status of the store secretary page will not be updated because it is impossible to determine whether it is actually shipped from the warehouse.
Solution: On the store secretary page, check the order and perform batch operations, and move the order to the hold status to ensure the accuracy of the order status.
3. The meaning and processing process of orders to be processed by the store secretary
The meaning of the order pending by the store secretary
Pending orders for store clerks refer to orders in pending status that have been synchronized in the store clerk system. These orders require further operations and processing by the seller, including review, logistics selection, filling in customs declaration information, and shipping.
Complete the operation process of order processing
Step 1: Register/log in as store secretary and complete store authorization
Before starting to use the store secretary, the seller needs to register and log in to the store secretary account and complete the store authorization. Only after completing the authorization, the store secretary can synchronize the order and complete the processing.
Step 2: Enter the [Order Processing] page, synchronize and review the order
After logging in to the store secretary, click [Order]-[Order Processing] in the navigation bar to enter the order processing page. The [Pending Review] page will be displayed by default. Sellers can classify and review orders according to order rules and complete the review. After the review is completed, the order will be moved to the [Pending] page and the next step will be entered. It should be noted that the store secretary does not automatically synchronize the platform orders in real time. In order to avoid missing orders, it is recommended to click [Synchronize Orders] on the [Pending Review] page to synchronize the orders with the platform.
Step 3: Complete the logistics selection and customs declaration information on the [Pending] page, and apply for a waybill number
In the [Pending] page, the seller needs to complete the logistics selection and fill in the customs declaration information, and can apply for a waybill number. After the order is reviewed, the order will be moved to the [Pending] page. After the seller confirms the accuracy of the logistics and customs declaration information, he can apply for a waybill number, and the order will be moved to the [Waybill Number Application] page.
Step 4: [Waybill Number Application] page, after successfully obtaining the waybill number, move it to the pending order
On the [Waybill Number Application] page, sellers need to submit order information and customs declaration information to the freight forwarding system to apply for a waybill number. After the application is successful, the order will be moved to the [Pending Orders] page, a printable order will be generated, and the distribution process will be completed. For orders that have obtained a waybill number, sellers can submit the waybill number to the platform in advance to complete the virtual delivery status of the platform.
Step 5: [Pending Order] page, complete ordering and delivery
On the [Pending Orders] page, the seller needs to complete the ordering and shipping operations. For orders that are in stock, you can print and ship them directly. The warehouse will automatically deduct the inventory, and the order will be moved to the [Shipped] page to complete the entire order processing process. For orders that are out of stock, sellers need to replenish the inventory in [Warehouse List], move the order to [In Stock], and then ship and deduct the inventory to complete the order processing process. Before printing and shipping, sellers can also submit the waybill number to the platform in advance to complete the virtual shipping status of the platform.
Step 6: Verify the final delivery status on the [Delivered] page
On the [Delivered] page, the seller can verify the final delivery status. For orders that have been shipped, it means that the waybill number has been submitted to the platform and the outbound delivery process has been completed. If a submission failure prompt appears, it means that the order failed to submit the waybill number to the platform due to various reasons and failed to complete the platform’s delivery status. At this point, the seller needs to make adjustments based on the specific reasons for failure.
4. Things to note
- Synchronize orders in a timely manner: Since the store secretary does not automatically synchronize the platform orders in real time, in order to avoid missing orders, it is recommended to synchronize the orders on the [Pending Review] page first and keep the orders with the platform. consistent.
- Accurately fill in the logistics and customs declaration information: On the [Pending] page, sellers need to carefully fill in the logistics selection and customs declaration information to ensure accuracy.
- Apply for a waybill number in advance: For approved orders, you can apply for a waybill number in advance on the [Pending] page and submit the waybill number to the platform to complete the virtual delivery status. .
- Check inventory status: For out-of-stock orders, you need to replenish inventory in the [Warehouse List] before going to the [Pending Orders] page to ensure normal delivery.
- Verify delivery status: On the [Shipment] page, the seller needs to verify the final delivery status and make necessary adjustments and processing.
Through the above operation process, the seller can smoothly process the orders to be processed by the store secretary, improve processing efficiency, and ensure the accurate processing and delivery of orders.