As a general rule: You typically maintain most of your product information in your Shopify Admin, from where it is then transferred to Pickware using the product import. You can tell whether a product property is transmitted from Shopify by the Shopify icon next to the field name.

In the sales channel settings, you can exclude certain product properties from the product import. These will then no longer be overwritten in Pickware by the product import. Accordingly, the Shopify icon next to the corresponding field name disappears. You can find more information about this here.

The EAN or GTIN is maintained in Shopify by default, but can also be entered via the Pickware Admin or through the WMS App. In Pickware, you can enter multiple EANs for a product, separated by commas.

In the product properties in the Pickware Admin, under the General tab in the Labeling section at the bottom, you can enter the EAN or GTIN for a product.

Alternatively, you have the option of entering it using the WMS App. To do this, open the WMS App and navigate to Products and Bin Locations via the app menu in the top left. Here you can select a product either by scanning the product label or by keyboard entry. You can then scan the EAN to enter it, or click + Add and type the EAN manually.

You can find more information about the Products and Bin Locations view here.

Pickware automatically assigns product numbers if a product in Shopify has no SKU (Stock Keeping Unit) entered, or if a product is imported without an SKU. These automatically generated product numbers can begin with the prefix SW or PW .

This internal product number is necessary so that products can be used fully at a technical level — regardless of whether an SKU is maintained in Shopify.

Parent products of variants cannot have their own SKU in Shopify. For this reason, Pickware also automatically assigns an internal product number for these. To avoid confusion, these parent products are hidden in the product overview.

If you enter your own SKUs in Shopify, these will be applied to Pickware during the next product import and will replace the automatically generated product number.

Correct customs and shipping information per product is important for international shipping. This data is needed for customs documents, which enable fast processing abroad. You can find more information about international shipping here at Shopify.

The fields Weight, customs tariff number and country of origin are available in both Shopify and Pickware and are included by default in the product import.

The fallback customs value is an additional, Pickware-specific setting that is particularly relevant for shipping free products. Even if an item has no price in the order, customs requires a value for import.

The following logic is applied to the customs value on your customs documents:

You can find the Fallback customs value in default currency field under Product properties → Specifications → Customs information

For shipping via Sendcloud, the following additional information can be maintained per product or manufacturer. These custom fields are automatically created by Pickware in the Customs information custom field set and are transmitted to Sendcloud when a Sendcloud shipping label is created. The information appears on the Commercial Invoice. All three fields are optional.

In the Pickware Admin, in the product properties under the Advanced Pricing tab, you can set different prices based on pricing rules, for example depending on customer group, order quantity, delivery country, shipping or payment method. The rules apply to manually created (B2B) orders or orders placed via Pickware POS.

To do this, you first need to select a rule.

In the next step, you can either set a price that applies regardless of quantity, or you can specify tiered pricing. The gross price (left) and net price (right) are linked to each other as long as the lock icon between them is closed (1), so in this case you only need to enter one price and the other will be calculated automatically.

Prices in foreign currencies are also calculated automatically, as long as the link is active (2). You can create and manage the available currencies under Settings → Shop → Currencies. The conversion to your default currency is based on a factor that you can also set there for each currency.

For certain products that do not require physical shipping, you can set them to be automatically marked as shipped upon order receipt. This function is suitable, for example, for digital products and services, but also for external fulfillment products. You can find the setting in the product details under General → Availability.

By default, all of your products are stock-managed with Pickware, but you can also deactivate stock management individually. This means the products can be picked at any time, regardless of their stock level. Please note that this function is only available starting with Pickware Advanced.

To deactivate stock management for a product, open the product details and navigate to the Availability section under the General tab. There, you need to deactivate the Manage stock option.

For parent products with variants (variant parents), stock management is automatically deactivated. The Manage stock option cannot be activated for these products — stock is managed exclusively at the level of the individual variants. In the product details of a variant parent, you'll find a corresponding note under the Stock tab. Variant parents are therefore also not listed in stocktakes, the purchase list, or demand planning.

In the variant overview, you can view the available stock across all associated variants.

If you want to activate or deactivate stock management for multiple products at once, a change via CSV import is a good option. To do this, you need a new profile, which you can create based on an existing profile.

Navigate to Settings → Shop → Import/Export and switch to the Profiles tab. Search there for Default profile Product and select Duplicate.

In the profile settings under the Mappings tab, two new mappings now need to be added. Tip: You can copy the labels here and paste them into your Pickware Admin.

Now switch to the Advanced settings tab and assign the identifier id to the entity Pickware ErpPickwareProduct.

Finally, click Save profile.

Now perform a CSV export of your products with the newly created profile. Please note our tips for working with CSV files. The CSV file will then look like this:

Using the stock_management_disabled column, you can activate or deactivate stock management per product, and then upload the updated CSV file again.

The reorder point helps you know when you should reorder a product, allowing you to optimize your stock levels and demand planning. It is usually made up of the minimum stock level plus a safety buffer, based on your suppliers' order and delivery times. In Pickware ERP, you set a global reorder point per product. This means the stock levels of all warehouses are taken into account.

You can also view the reorder point in the stock overview when you select the By Product view.

You have two options for setting the reorder point for a product.

For the import into Pickware, the CSV file must be UTF-8 encoded and use semicolons as separators. You can find more details about this, and where to find the corresponding configuration option in your spreadsheet program, here.

Using the Flow Builder, you can have a list of all products that have reached or exceeded the reorder point sent to you by email every day.

Go to Settings → Shop → Flow Builder and search for the flow Reorder Mail. Click Edit in the context menu there.

Activate the flow using the checkbox and then click Save at the top.

Under Settings → Extensions → Pickware ERP, you can set the time of the notification.

In the product details, you can specify that certain information should be requested during picking via the WMS App, for example serial numbers. You can also search for information captured in this way using the search bar in your Pickware Admin, which will then display the corresponding order(s). This function is available to you with Pickware WMS.

To do this, corresponding information types must first be created under Settings → Extensions → Pickware ERP → Information types. At this point, you can also specify whether the information type should subsequently be displayed on order documents.

Then, in the product details under the Availability section, you can select which of these should be requested during picking.

The prompt in the WMS App then looks like this:

Information captured this way can also be viewed afterwards in the order details in the Pickware Admin. To do this, navigate within the order to the General tab, go to the Line items section, and click the icon in the Shipped column.

If the product for which the additional information was captured is part of a bill of materials, you'll find the stored information via the corresponding icon in the Name column, and then for the respective product in the Shipped column.

For products with variants, all settings, including the prompt for additional information, are automatically applied from the parent product to the variants. This prompt cannot be skipped. If you don't want to capture additional information for individual variants, you should therefore maintain the settings for Information required during picking per variant rather than at the parent product level. This way, the prompt only appears for the relevant variants.

You have the option of storing picking instructions for your warehouse staff, both for individual products and for orders. This information then appears both on the pick list and in the WMS App. Below, we show you where you can enter the picking instructions.

You can enter picking instructions for products directly in Shopify, either manually or automated, e.g. via Shopify Flow. These are then transferred to Pickware during the product import. You can find the corresponding field in Shopify in the product properties under Product metafields → Picking instruction (Pickware). Click here for more information about the Pickware metafields in Shopify.

Picking instructions for orders can also be entered directly in Shopify and are transferred directly to Pickware. You can find the corresponding field in the order details in the Metafields section. You can also have this field filled automatically, e.g. via Shopify Flow. Click here for more information about the Pickware metafields in Shopify.

This is what the picking instruction you specified for a product or the entire order looks like on the pick list.

You can view the picking instructions for a product by tapping the yellow icon next to the product's stock level.