With Pickware, in addition to the standard product information from Shopware, you can maintain further data related to inventory management, the picking process, and customs handling during shipping. Below you'll find a brief overview

By default, all your products are stock-managed with Pickware, but you can also disable stock management individually. This allows the products to be picked at any time, regardless of their stock level.

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

For main products with variants (variant parents), stock management is automatically disabled. 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 in 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 enable or disable stock management for multiple products at once, a change via CSV import is a good approach. For this, you'll need a new profile, which you can, however, create based on an existing profile.

To do this, navigate to Settings → Shop → Import/Export and switch to the Profiles tab. There, search for Standardprofil Produkt (Default profile Product) and select Duplicate.

In the profile settings in the Assignments tab, two new mappings now need to be added. You can copy the labels here and paste them into your Shopware Admin.

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

Finally, click on Save profile.

If you import pickwareErpPickwareProduct.isStockManagementDisabled via Shopware Import/Export, it is essential that pickwareErpPickwareProduct.id (e.g. pickware_product_id) is also maintained in the CSV. If the ID is missing, Shopware creates a new record instead of updating it — this can cause the import to fail with duplicate-entry or required-field errors.

Now perform a CSV export of your products using the newly created profile. The CSV file will then look like this:

Using the stock_management_disabled column, you can enable or disable stock management per product and then re-upload the updated CSV file.

You can find more details on inventory management here.

You can find more information about import and export profiles at Shopware. Please also see our tips for handling CSV files.

You can set certain products that don't require physical shipping to be automatically marked as shipped when an order comes in. This function is suitable, for example, for digital products and services. You'll find this setting in the product details under General → Availability.

You can also use this option for products shipped by an external fulfillment provider (dropshipper). Via the Flow Builder, you can further automate the process, for example by creating a flow that notifies the provider by email.

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 use the search bar in your Shopware Admin to search for information captured this way, which will then display the corresponding order(s). This function is available to you with Pickware WMS.

To do this, you first need to create corresponding information types under Settings → Extensions → Pickware ERP → Information types.

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

Afterward, a prompt requiring the relevant information to be entered will appear both in the WMS App and in the POS App.

You can also view information captured this way afterward in the order details in the Shopware Admin. To do this, navigate within the order to the General tab, go to the Line items section, and click on 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 transferred from the main 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 main product level. This way, the prompt only appears for the relevant variants.

Using the reorder point, you know when you should reorder a product and can thus optimize your stock levels and demand planning. You can view the reorder point in the product properties in the Stock tab. It typically consists 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 of all warehouses is taken into account. You can also view the reorder point in the stock overview when you select the Per product view.

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

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

Via the Flow Builder, you can have a list of all products that have reached or exceeded the reorder point sent to you daily by email. To do this, go to Settings → Shop → Flow Builder and activate the flow Pickware ERP Reorder Mail. Under Settings → Extensions → Pickware ERP, you can set the time of the notification.

If you've made changes to the email template Reorder Notification used in the flow, these will be lost when Pickware ERP is updated, as the template will be overwritten. To prevent this, go to Settings → Shop → Email templates, duplicate the template, and make your changes there.

In the flow Pickware ERP Reorder Mail, you then only need to select the template you just configured.

In the product properties, you can enter the EAN or GTIN for a product in the Shopware Admin in the General tab, at the bottom in the Properties section. You can also enter multiple EANs for a product, separated by commas.

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

You can find more information about the Products and storage bins view here.

With Pickware ERP, you have the option to store picking instructions for your warehouse staff for both individual products and orders. This information then appears on the pick list and, if you use Pickware WMS, also in the WMS App. Below we'll show you where you can store the picking instructions.

Open the product properties and navigate to the Specifications tab. In the Custom fields section, you'll find the Picking instruction tab and, in it, the field of the same name. Enter the desired picking instruction there and save the product.

If you've already created a pick list, you need to create a new one for the picking instruction to become visible there. Please also note that the document order language must match the language of the product for the picking instruction to be displayed.

Similar to the picking instructions for products, you'll also find the Custom fields section in the order details in the Details tab, and there the Picking instruction field.

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 instruction for a product by tapping the yellow icon next to the product's stock level.

In order for all information required for customs to be correctly available when using our shipping carrier integrations, this information must be maintained per product.

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 custom field set Customs information and are transmitted to Sendcloud when creating a Sendcloud shipping label. The information appears on the commercial invoice. All three fields are optional.

In addition, further information must be stored in the shipping method. You can find more information about this here.

Prices must also be specified on customs documents for free products within orders. For this, the Fallback customs value field in default currency is available in the product properties under Specifications → Custom fields. If no value is entered here, the product price under General → Prices is used instead. Please note that the gross price is used in all cases.