With Pickware, in addition to the standard Shopware product information, you can manage further data on stock management, the picking process and customs handling for shipping. Below you will find a short overview.

By default, all 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.

To deactivate stock management for a product, open the product details and go to the Stock management card in the General tab. It is located above the Deliverability card. There, the Manage stock option must be deactivated.

For main products with variants (variant parents), stock management is deactivated automatically. 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 will 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 product overview, a variant parent shows the total of its variants, for example "12 in stock for 3 variants" and "10 available for 3 variants". Only variants for which Manage stock is active are counted. If stock management is deactivated for all variants, it therefore shows "0 in stock for 0 variants", even if the product has variants.

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

To change stock management for many variants of a product in one step:

When creating a variant product, activate stock management on the main product before you generate the variants. If you add variants to an existing product later, stock management of the main product is deactivated automatically. The existing stock remains saved.

You do not change the clearance sale directly on the main product, but for all variants at once: In the Deliverability card, click the variant icon to the right of the toggle and choose Activate for all variants or Deactivate for all variants. For a single variant, first remove the inheritance in the variant and then switch the toggle.

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

To do so, go to Settings → Shop → Import/Export and switch to the Profiles tab. Search for Default product profile there and select Duplicate.

In the profile settings, two new mappings must now be added in the Mappings tab. You can copy the names from 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.

Finally, click Save profile.

If you import pickwareErpPickwareProduct.isStockManagementDisabled via Shopware Import/Export, pickwareErpPickwareProduct.id (e.g. pickware_product_id) must also be included in the CSV. If the ID is missing, Shopware creates the record anew instead of updating it – as a result, the import can abort with duplicate entry or required field errors.

Now run a CSV export of your products with the newly created profile. The CSV file then looks 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.

You can find more details on stock management here.

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

For certain products that do not require physical shipping, you can specify that they are automatically marked as shipped when an order is received. This function is suitable, for example, for digital products and services. You can find the setting in the product details under General → Deliverability.

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

In the product details, you can specify that certain information, such as serial numbers, is requested during picking via the WMS App. You can also search for information captured this way using the search bar of your Shopware Admin, and the corresponding order(s) are then displayed. This function is available with Pickware WMS.

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

Then, in the product details in the Stock management section, you can select which of them should be requested during picking.

A prompt then appears in both the WMS App and the POS App, in which the relevant information must be entered.

You can then also view information captured this way in the order details in the Shopware Admin. To do so, go to the Line items section in the General tab within the order and click the icon in the Shipped column.

If the product for which the additional information was captured is part of a product set, you will 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 do not want to capture additional information for individual variants, you should therefore maintain the Information required upon picking settings per variant and not at the main product level. This way, the prompt only appears for the relevant variants.

Via the permissions of the user role, you can specify that products must be scanned during picking. You can exclude individual products from this — for example, those that do not carry a barcode.

To do so, activate the Exclude from mandatory product scan option in the product details in the Information required upon picking section. When it is active, this product does not have to be scanned individually during picking, even if the mandatory product scan is active for the user.

The reorder point tells you when you should reorder a product, so you can optimize your stock and your demand planning. You can view the reorder point in the product properties in the Stock tab. It is usually made up of the minimum stock and a safety buffer, based on the order and delivery times of your suppliers.

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 if you select the Per product view.

To set the reorder point for a product, you have two options.

For the import into Shopware, the CSV file must be UTF-8 encoded and use semicolons as the delimiter. You can find more details on 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 whose stock has reached or fallen below the reorder point sent to you by email every day. To do so, 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 have made changes to the email template Reorder Notification used in the flow, they will be lost when Pickware ERP is updated, because the template is 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.

On the product, Pickware shows you both the most recently used purchase price and the resulting trade margin & gross profit, so you keep track of your calculation without having to do the math yourself.

In the product details, you will find four fields for this: the selling price & the most recently used purchase price — regardless of which supplier it comes from — as well as the resulting trade margin and gross profit.

You can also find the margin per quantity tier in the Advanced prices tab.
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In the product supplier mappings, too, you can directly see the resulting margin per supplier — handy for quickly comparing the cheapest provider.

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 Labeling section. You can also enter multiple EANs for a product, separated by commas.

Alternatively, you can enter them using the WMS App. To do so, open the WMS App and go to Products and bin locations via the app menu at the top left. Here you can select a product by scanning the product label or by typing it in. You can then scan the EAN to save it, or tap + Add and type in the EAN manually.

You can find more information on the Products and bin locations view here.

With Pickware ERP, you can store two types of instructions for your warehouse staff, both for individual products and for orders: a pick instruction and a pack instruction.

The pick instruction appears on the picklist and, if you use Pickware WMS, in the picking flow of the WMS App. The pack instruction instead appears in the packing/shipping flow of the WMS App. Below we show you where you can store the instructions.

Open the product properties and go to the Specifications tab. In the Custom fields section, you will find the Instructions tab, and there the Pick instruction and Pack instruction fields. Enter the desired instruction in the respective field and save the product.

If you have already created a picklist, you need to create a new one for the pick instruction to be visible there. Please also note that the order language of the documents must match the language of the product for the pick instruction to be displayed.

Analogous to the pick instructions for products, in the order details you will also find the Custom fields section in the Details tab, and there the Pick instruction and Pack instruction fields.

This is what the pick instruction you entered for a product or the entire order looks like on the picklist.

You can view the pick instruction for a product by tapping the yellow icon next to the product's stock.

In the packing/shipping flow of the WMS App, the pack instruction is displayed at this spot instead.

If you usually ship a product on its own, you can assign it a default shipping box. To do so, open the product and, on the Shipping box card, select a box in the Default shipping box for single-item parcels field that you have previously created as shipping material. If a parcel contains exactly one unit of this product, the box is preselected when packing in the WMS App and when creating the shipping label. You can find out how to create shipping boxes under Wie kann ich Versandkartons anlegen und beim Packen auswählen?.

So that all information required for customs is correct when using our carrier integrations, it must be maintained per product.

In addition to the general customs tariff number (per HS), you can store additional customs tariff numbers for individual countries per product — for example, a separate number for shipping to the USA. You can maintain them individually on the product or via CSV for many products at once.

In the product properties, you will find the Customs information card. The HS customs tariff number field contains the general customs tariff number. Via Add country-specific customs tariff number, you add further numbers: In the Country-specific customs tariff number dialog, select the Country and enter the corresponding HS customs tariff number. You can adjust numbers that are already stored via Edit and Delete.

For many products at once, the way to go is via an import/export profile. Open the desired profile under Settings → Shop → Import/Export and add the customs fields in the Mappings.

All fields for customs content start with translations.DEFAULT.customFields.pickware_shipping_customs_information; you can find them by searching the profile for the prefix pickware_shipping_customs_information. Existing import profiles for the tariff number continue to work.

The customs tariff numbers themselves are not spread across several columns, but are maintained together in the pickwareShippingCountrySpecificTariffNumbers column. This column combines all customs tariff numbers of a product in a single cell – both the general customs tariff number and all country-specific numbers:

Example: If the general customs tariff number is 10101010 and the US-specific number is 883838383838, enter 10101010|US:883838383838 in the cell.

The export works as a mirror image of the import: If you export the pickwareShippingCountrySpecificTariffNumbers column, you get the values back in the same format. This way you can export existing customs information, edit it in the CSV file and then import it again. Please note our tips for handling CSV files in this context.

For shipping via Sendcloud, the following additional information can be maintained per product or manufacturer. The custom fields are created automatically by Pickware in the custom field set Customs information 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 addition, further information must be stored in the shipping method. You can find more information on this here.

Prices must also be stated on the 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 stored here, the product price under General → Prices is used instead. Please note that in all cases the gross price is used.