Guide to Using UpBase SMEs Multichannel Sales Management Software

The trend of e-commerce continues to rise in 2023, and for businesses that are already participating or planning to join, having multiple storefronts on e-commerce platforms is essential. However, managing multiple storefronts across different platforms can be extremely complex because each platform has its own management functions. Therefore, UpBase introduces UpBase SMEs, applying the Omnichannel model with features to help businesses solve issues related to storefront management and operations. Let's explore more below.

What can sales management software do?

Multichannel sales management software is a tool that provides businesses with the ability to manage products, inventory, track shipments, optimize costs for sellers, generate detailed store reports, and many other functions for businesses.

UpBase SMEs software is created based on the Omnichannel model, so using the software will help businesses save time, resources, and leverage the operational knowledge of platform operators. This optimization of revenue growth in processes will be more efficient.

Below is the process of steps compiled and organized by UpBase. Merchants and businesses using the software only need to read through this article to ensure they can proficiently use the features of UpBase SME sales management software.

Registering an Account

To register an account for UpBase SME sales management software, you can follow these steps:

Step 1: Access the UpBase SMEs website.

Step 2: At this point, you will see the homepage of UpBase SMEs. Click on "Sign up for a trial."

Step 3: You will be taken to the software's login screen. Select "Sign up now" if you don't have an account yet.

Step 4: Enter your information and click "Sign up," or you can "Sign up with Google."

Overview Screen and Feature Introduction

At the overview screen, you can view an overview of revenue, various report metrics regarding storefronts, and features on the left-hand tab.

Connecting storefronts to use the software

The storefront connection feature allows businesses to directly link their storefronts on e-commerce platforms such as Shopee, Lazada, and TikTok Shop. This is the first step to using other features of the software.

Bước 1: Sau khi Đăng nhập và Đăng ký ở bước trên bạn bấm vào tab “Cài đặt”

Step 1: After log-in and register-in the previous steps, click on the "Settings" tab

Step 2: Select "Connect Storefronts"

Step 3: Choose "Add Storefront"

Step 4: Select the platform with the storefront you want to connect to the software

Step 5: Log in to your Shopee, Lazada, or TikTok Shop account to connect.

Synchronize the products of the storefront

The multi-platform product synchronization feature allows businesses and sellers to synchronize all products from the connected storefronts (as performed in the previous step) into the software's inventory. This enables them to manage and operate products within the software instead of having to access each platform individually.

You can follow these steps to create products from your store's inventory:

Step 1: Select "Filter Products" in the "Store Product List" tab.

Step 2: Choose the connected storefront or the storefront containing the products you want to synchronize, then click "Filter"

Step 3: Select "Store Product List" then choose the products you want to synchronize. In the "Actions" tab, select "Create Warehouse Product from Store Product"

Note: Synchronizing products into the software's inventory is a prerequisite for modifying and using other features conveniently and quickly.

Upload new products to the inventory

Merchants and businesses can also add new individual or combo products to the inventory for future updates or when they want to list them for sale on platforms.

Upload regular products

Step 1: Select "Manage Inventory Products"

Step 2: Click on "Inventory Management" choose "Add Product"

Step 3: Enter all the basic information of the product according to the respective fields

• Product Information Section: Fill in the required details

Note:

SKU Code Information: Used to link products for synchronizing product information.

Description:

• Text Description: Used for Shopee.
• Description with Images: Used for Shopee storefronts with descriptions accompanied by images.
• HTML Description: Used for Lazada and Tiktokshop storefronts.
• Short Description: Used for Lazada storefronts.

• Product Information Section:

For products without classification: Fill in all the necessary information.

Note:

Product SKU: Used to link products for inventory synchronization.

Beginning Inventory is the actual inventory quantity currently available for the product. To update the beginning inventory, click on the "Update Inventory" button and update the inventory figure.

For products with subcategories:

Step 1: Turn on the "Product Classification" button.

Step 2: Add classification groups and fill in the basic information of the product.

Step 3: Complete the product creation process.

• Select "Save" to save the inventory product.
• Select "Save & Create Store Product" to save the inventory product while simultaneously creating a corresponding product on the storefront. When you click on this button, the system will display the storefront where the product needs to be listed. At this point, you will proceed with the listing process on the storefront.

List a combo

To create a combo product, follow the steps below.

Step 1: In the Inventory Products screen, click on "Add Product" then select "Combo Product"

Step 2: Fill in the basic information about the product

Step 3: Add sub-products belonging to the combo:
Click on "Add Product" -> Check the products you want to add -> Click "Confirm"

Step 4: Enter the corresponding quantities of sub-products in the combo.

Step 5: Click "Save" to save the created combo product.

Instructions for synchronizing products and posting products to the warehouse are below:

Associate floor products with warehouse products

Each product on the floor can only be linked to 1 product in the warehouse.

There are 2 forms of linking

• Link by product information: Link to update and synchronize information about names, images, descriptions, and shipping information of warehouse products with floor products.
• Link by commodity: Link to update and synchronize information about inventory and product prices.

Inventory, Inventory Control, Import and Export of Warehouse

Inventory

Inventory is the place to manage price and inventory information of each item in stock.

Feature to bulk update inventory warnings: Select product → Click Action → Update inventory warnings → Fill in inventory that needs warning → Update.

Bulk price update: Select product → Click Action → Update price → Fill in information of selling price and minimum selling price → Update.

Inventory check

Check inventory to ensure the actual quantity of products on SMEs is equal to the actual quantity available in the warehouse.

Steps to check inventory:

Step 1: Click Inventory management → Inventory → Click Add inventory request. (You can also add inventory tickets in the Inventory screen)

Step 2: Select the warehouse to check → Type of inventory + Fill in the inventory code and enter tags as needed.

Step 3: Click Create ticket

At this time, the ticket will be added to the Waiting for inventory list.

Case 1: Inventory by goods SKU

In this case, you need to select the SKU code to check. There are 2 ways to enter the SKU code on the inventory count slip:

Method 1: Quickly add SKU code

Click Quickly add SKU code → Click to select the product to add → click OK.

Method 2: Add by downloading the file

Click Download file → Download sample file → Fill in SKU code → Upload file to the system → Click Agree.

• After selecting the product SKU or uploading the file, the system will automatically fill in the actual inventory on the product's system.
• Here, you can also delete the products you just added.

Case 2: Check the entire warehouse

• At this time, the system will automatically fill in all products in stock into the ticket.
• Here, you can also add/delete products as needed.

Step 4: Click Start inventory

At this point, the ticket will be added to the Inventory Checking list

• In this screen, you will enter the actual number of products currently in stock (including products that have orders but have not yet been processed for delivery). There are 2 ways to fill in the actual quantity:

Method 1: Fill in directly on the form.

Method 2: Download the file and update information according to the file.

Upload the product list file → Fill in the quantity in the file → Upload to the system → Agree.

• Here, you can also filter products that are in Unchecked status, products that are misaligned and note the reason.

Step 5: Click Finish inventory after checking all products on the ticket.

At this time, the check sheet will move to the Completed status.

In addition, in the list of inventory tickets, you can filter out tickets that are in the status of Waiting for checking, Checking in progress, and Completed.

With the ticket in the status of Waiting for inventory, click:

• Start: to start checking inventory.
• Update: To update the products included in the inventory sheet.
• Delete: Delete that inventory ticket.

With the ticket in the Checking status, click:

• Check inventory: to continue checking inventory
• Enter Excel: to update actual inventory in the warehouse by file.
• End: To end the inventory being counted.

With the ticket in Completed status click:

• Details: To review the details of the inventory count slip.

Import and export warehouse

Enter warehouse
SMEs have 4 forms of warehousing:

• Initial inventory entry: Voucher is automatically created when you enter initial inventory of the product.
• Return warehouse: Receipt when a return order is received,
• Purchase warehouse receipt: Receipt when a new batch of goods enters the warehouse,
• Import warehouse transfer: Import slip when a shipment is transferred from another warehouse to the current warehouse.

Restock inventory by adding goods

To warehouse goods, follow the steps below.

Step 1: At the Warehouse import and export screen → Select the Warehouse import tab → Click Create warehouse receipt.

Step 2: Select the warehouse to import and choose the warehouse import method, then click Create ticket.

Step 3: Click Quickly add product to add product information to the input form.

Step 4: After importing the goods, fill in the quantity and unit price of the product.

Step 5: Click Approve warehouse entry to create a ticket and import goods.

Import inventory by file

Step 1: At the Import and export screen → Import warehouse tab → Click Import file.

Step 2: Download the sample file and fill in the SKU of imported goods in the form.

Step 3: Upload the completed form to the system.

Step 4: Click OK to quickly add the goods and quantity to enter.

Step 5: Click Approve warehouse entry to create a ticket and import goods.

Export from warehouse

You can easily create a delivery ticket by adding a delivery ticket to a file or adding products one by one to the ticket.

Post products in bulk

Previously, posting products in the traditional way was that sellers would go to each platform to post and fill out information fields that could be repeated over and over again, and some platforms would have additional different information fields, which was extremely time-consuming. time-consuming and confusing.

Now businesses and sellers can create products in bulk without having to post each product on each floor after "products have been synchronized to the warehouse". If the seller or business has not taken the step "Synchronize products into the software warehouse", this "Mass post products" feature cannot be performed.

The steps are very simple:

Step 1: Select "Manage warehouse products"

Step 2: Select “Create floor products from warehouse products”

This feature also applies to posting a product on the exchange. The steps are the same as posting in bulk, the only difference is that you choose only one product you want to post on the floor

Product copying feature on the same platform

This feature helps businesses copy booth products on the same platform, serving to create stores more quickly than posting each product and photo to a new store.

In case the seller has customers in an area other than the address area installed on the current store (although there is a warehouse closer to the customer's address, there is no store on the floor), shipping with High shipping fees cause a high customer cancellation rate.

Therefore, creating a store with the warehouse address of the seller in that area is extremely necessary to help businesses and insurers reduce shipping costs for customers while also increasing the conversion rate for the store.

Previously, sellers had to post each product to a new store on the same platform, but now with UpBase SMEs + "copy product" feature, it can save hours of time, even if it used to take all day to post products.

Instructions on how to copy products on the same floor:

Step 1: At the "Floor product management" tab, select "List of flooring products"

Step 2: Select the product you want to post to the new store (mostly select all products)

Step 3: Select “Copy product”

Step 4: Select the floor you want to copy.

Step 5: Select the store where you have the product you want to copy.

Step 6: Select the store you want to copy the product to.

Order management

Here, you will see all orders from connected stores, the status of the orders, and order details.

Process Orders

The status of orders on SMEs

Process Orders

To process orders 1-1, follow the steps below:

Bước 1: Tại màn Tất cả → Click Đóng gói → Chọn Chờ đóng gói.
Nhấp Chọn → Nhấn Chuẩn bị hàng → Hệ thống sẽ load Chuẩn bị hàng → Đơn được chuyển sang trạng thái Đang đóng gói.

Step 1: At the "All" screen, click on "Packaging" -> Select "Waiting for Packaging".
Click on "Select" -> Prepare Products -> The system will load the preparation -> The order will be changed to "Packaging in Progress" status.

Step 2: When the order is in "Packaging in Progress" status, click on "Select" -> select "Print Delivery Note", proceed to print the note and pack the items.

Step 3: After packing the order, click on "Select" -> choose "Ready for Delivery", the system will automatically generate a delivery note, deduct the actual inventory, and the order will be moved to "Waiting for Pickup" status.

Step 4: When the order is in "Waiting for Pickup" status, proceed to print the delivery note (if necessary) and the handover note to hand over to the delivery service provider.

Step 1: Select Batch processing → Wait for packaging.

Step 2: Select the product according to your needs → Click Prepare goods or Prepare goods according to filter → The order is processed and moves to Packing status.

Step 3: When the order is in Packing status, select order → Print general ticket to pick up goods and Print bill of lading and package.

Step 4: After the order is completed, click Ready to ship, the system will automatically create a delivery note, deduct actual inventory and the orders will be transferred to the Waiting for pickup status.

Step 5: When the order is in the Waiting for Pickup status, print the delivery note (if necessary) and print the delivery note to hand over to the supplier.

Note: Orders that are processed with errors will be in the Error Processing tab, you need to go there to re-process the error orders.

Replace photo frames in bulk via UpBase SMEs

The process of changing the image frames for each product before every Mega Campaign consumes a significant amount of time for Sellers. Understanding this challenge, UpBase has developed the "Batch Image Frame Replacement" feature in UpBase SME.

Many stores operated by various brands through UpBase are currently using this batch image frame replacement tool, which has saved them hours of operational time.

With just one set of original product images and frames for the campaign, Sellers can choose to replace them in bulk within the software. In less than a minute, all the image frames will be applied to all the products on the e-commerce platform.

Important notes before performing mass photo frame replacement
Sellers and businesses prepare 2 things before replacing the frame:

1. Campaign photo frames: Depending on the design, each campaign photo frame will be different.
2. Original image: Is an image that will ONLY BE DISPLAYED IN UPBASE SME UNTIL MEGA CAMPAIGN OCCURS If "Photo frame" is "image with background removed", then "Original image" will be a JPG image with background and vice versa.

*Why prepare original photos: On normal days, when there is no sales campaign, businesses often design a cover photo to use as a daily display photo.

Weekday photo of WMF

When the Mega Campaign is about to take place, the original image in SMEs will be replaced by the campaign frame and displayed first and the regular image will be moved to second like the image above from WMF.

Therefore, the system needs to have an additional original image so that users can flexibly change frames for Mega Campaign periods without affecting the remaining images.

The campaign photo will be replaced with the original photo on SME and displayed at the top.

Steps to replace photo frames in bulk:

Step 1: At UpBase SMEs software, select "Settings"
Step 2: Select “Connect store”

Step 3: Select the "Reload" button to let the system update the store before replacing the photo frame.

Step 4: Select the tab "Manage sample photo frames"

Step 5: Select "Add template" to add a photo frame template.

Photo frames are prepared by sellers and businesses before performing this step.

Step 6: Name the template and upload the sample photo frame to the software.

Step 7: Select the "Floor product management" tab again

Step 8: Select “Filter products”

Step 9: Select "Products with original photos" in the product filtering section

Step 10: You choose the product you want to replace the frame.

Step 11: Select “Replace photo frames in bulk”

Step 12: Select “Frame over photo” or “Photo over frame” then click “Apply”

*When is “Frame over photo” or “Photo over frame”

When your original image is a transparent background image, also known as a PNG image, select "Image over frame". With "The photo frame is a JPG image without removing the background"

When your original image is a JPG image or NOT A BACKGROUND REMOVAL IMAGE, use "Frame over image". With "Photo frame is a PNG image with the background removed"

Step 13: Check if the photo frame has been replaced by clicking "Select" -> "See products on the floor"

Instructions for mass replacing photo frames with UpBase SMEs

Order management

The order management feature will help businesses track store orders such as cancellations, delivered, in progress, unprocessed...

Report total orders

Report orders being delivered

UpBase SMEs store revenue report

At UpBase SMEs's reporting and analysis feature, sellers can view all multi-platform revenue metrics such as number of orders, cancellation rate, return rate, number of buyers, customer rate. come back…

The analytical and summary indicators on UpBase SME allow businesses to analyze, generate reports, modify marketing campaigns, and promote products. Moreover, the visual indicators displayed in charts help businesses save time by providing a clear comparison between different Mega Campaign phases, facilitating the reporting process.

UpBase SMEs and Case Study use the software successfully to achieve revenue growth goals

UpBase has been operating more than 200+ stores for businesses with a series of difficulties and solutions constantly being offered to solve the revenue problem for corporate brand booths. However, the operation stage is still not optimal in using "human strength" to operate the store 100%.

WMF reached Top 5 best sellers on Shopee 11.11

WMF is the world's leading household appliance brand known in many countries around the world, but is still new and unfamiliar in Vietnam, plus the specific industry is more difficult to operate than the rest of the industry in the market. , but the preparation steps for a campaign or posting a new product must be complete and take as much effort as booths with sales of "tens of thousands".

The Mega Campaign is about to take place…

WMF, with its constantly updated range of household products, found it challenging and time-consuming for platform operators to update information and post each product manually. This made it difficult for them to prepare for the upcoming Mega Campaign.

However, this has been addressed by the software, saving a great deal of time by allowing direct editing within the synchronized inventory of the software and the batch product posting feature.

Reporting key metrics on UpBase SMEs regarding revenue helps WMF business owners to easily track their performance, while UpBase relies on this data to generate reports and provide solutions for the next Mega Campaign.

Nabizam Top 5 best sellers 10.10 in Mother & Baby category

Spending time optimizing advertising costs and preparing inventory in the warehouse to explode during the Mega Campaign is essential and the first prerequisite. Spending too much time changing the image frames for each product in the store is not feasible.

The "Bulk Image Frame Change" feature of UpBase SME has solved this time-consuming problem, allowing the operations team to optimize the remaining tasks of the store. This helped Nabizam enter the Top 5 best-selling products on Shopee during the 10.10 Mega Campaign.

1:1 support is available when signing up for a trial of the UpBase SMEs software

UpBase is ready to provide 1-on-1 support to businesses and sellers when they sign up to use the sales management software (UpBase SME). This support includes guidance on how to use the software and assistance with any questions or concerns that customers may have.

In addition, if businesses need advice on store strategy, UpBase also offers free consultations and provides solutions for the store to quickly increase revenue on e-commerce platforms.

Above is the Instructions for using UpBase SME​ sales management software. Wishing businesses and sellers can use the software optimally to help their stores' revenue grow explosively in the next Campaigns.