Stock Database - Setting up a Pallet List

Our second blog on the Zupplychain Stock Database covers how to prepare for a dispatch by setting up the product and pallet lists.

New Dispatch to Provider: Setting Up Products

Before detailing the individual pallets to be dispatched to a warehouse provider, you can set up the products to be dispatched and then generate a pallet list from the product set up.

  • If you have more than one Zupplychain warehouse provider, use the drop down menu in the top left hand corner to choose which provider you want to dispatch to.
  • A dispatch is all the stock to go to the warehouse provider at this stage, not the number of vehicles/deliveries. You can specify this later.
  • The minimum obligatory input is one of ‘product code’ and ‘product description’ plus pallet footprint, maximum pallet weight and maximum height.
  • ‘Qty on plt’ (quantity on pallet) refers to the number of units on the pallet. This will help you track your unit stock. If the quantity per pallet varies, you can change or add this at the next step (Generating Pallet List).
  • Unit of measure: e.g., dozens, singles, boxes of 100.
  • ‘Qty pallets’ (quantity of pallets to dispatch). This is the number of pallets of the specified product to be dispatched.
  • If you have mixed pallets without specific codes, input ‘mixed’ in the product code (or ‘mixed 1’, ‘mixed 2’ etc) and use the product description field for further details if required.
  • If BBE dates differ across the pallets of a particular product, you can specify these pallet by pallet at the next stage.
  • You can also upload details from a file. (See ‘Uploading Products’)
  • Once you have completed the product list for your dispatch, you can either save it (perhaps if you have further details to add later) or ‘View Pallets to Dispatch’ – this creates a list of each individual pallet from the product list.
  • Once you have set up a product, Zupplychain saves all the details for it and will auto-prompt it in the future if you start inputting the code or product description.

New Dispatch to Provider: Save and Retrieve Drafts

After setting up your product to be dispatched, you can either save it as a draft to come back to or generate a pallet list.

To retrieve and edit a saved draft:

  • Go to ‘Stock Menu’, then ‘Review Dispatches to Provider’
  • Find the relevant draft. Drafts are not dated but can be identified by the provider’s warehouse and the quantity of pallets.
  • Choose ‘Edit’. The product list selected will open up.
  • Add products if required (‘Add Row’) or edit details.
  • ‘Save’ again or ‘View Pallets to Dispatch’.

New Dispatch to Provider: View Pallets to Dispatch

Once the product list is complete, ‘View Pallets to Dispatch’ converts it to individual pallets. You can also input additional pallets directly onto this page. If you add pallets directly to the pallet list, any new products will be automatically added to your product list.

Once the pallet list is generated, you can:

  • Edit any data, e.g., if specific pallets have alternative heights, weights or unit quantities.
  • Add pallet specific details: BBE, pallet specific codes (‘Customer Pallet Code’)
  • Add a pallet (‘Add Row’) or delete a pallet (tick the bin column and press delete). If you want to add additional product with multiple pallets to this pallet list, go ‘Back’ to Products’ and add a product, then ‘View Pallets to Dispatch’. This will add the new product to the pallet list.
  • Specify the dispatch location, carrier, date(s) of dispatch, number of vehicles.
  • Either ‘Save’ to drafts so as to be able to add more details later, or – if complete – ‘Confirm Dispatch List’. Confirming the dispatch list means the dispatch information is complete; you can confirm the load as ‘In-transit’ later. Once the pallet list is confirmed, your warehouse provider is able to see the details.
  • After confirming pallet list details, you can print the relevant Zupplychain labels and attach then to the pallets.

New Dispatch to Provider: Uploading Product Details

For large quantities of products, it may be beneficial to upload product details. If product details are uploaded, continue by either saving or generating a pallet list (‘View Pallets to Dispatch’).

To upload, set up the data in a spreadsheet in the same column order as the Zupplychain product list page. The column headers must be identical to the Zupplychain page (we suggest you copy them from the site). The file will need to be in CSV format.

Click on ‘Import’ and choose the file and confirm.


If you have any further questions – either around the Stock Database or more generally about Zupplychain, please don’t hesitate to get in contact .