New Products - Create & Upload (Beer Cartel)
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1. Create product in Airtable (New Product SKU tab) and Dear, ensure checkbox in the Create column is ticked.
1. Create product in Airtable (New Product SKU tab) and Dear, ensure checkbox in the Create column is ticked.
This sends the product through to the next two tabs where you’ll enter pricing and product information for the website.
NEW PRODUCTS PRICING
NEW PRODUCTS PRICING
2. Move to the next tab in Airtable, New Products Pricing. Make sure you’re in ‘Marc View’ (view options are on the left hand side of the page).
2. Move to the next tab in Airtable, New Products Pricing. Make sure you’re in ‘Marc View’ (view options are on the left hand side of the page).
Note: for accuracy and efficiency, ideally this section of Airtable should be filled out for each new beer as soon as possible after entering the relevant purchase order. This section is for supplier and pricing details including: Supplier name, wholesale case price, pack and case size, format, any retail limits, and barcode.
If you need to create a new supplier see here.
3. Fill out details for each new beer. Take care to enter the correct case price, pack and case sizes, can/bottle format, as these details will end up on the website.
3. Fill out details for each new beer. Take care to enter the correct case price, pack and case sizes, can/bottle format, as these details will end up on the website.
Case price: excluding GST, excluding any discounts from the supplier, including any extra costs (e.g. freight, CDS).
Supplier names: we often get beers from suppliers other than the brewery itself, e.g. we currently order Brick Lane beers through eBev. In this case enter the supplier name (eBev) not the brewery (Brick Lane), as this is a detail for Dear not for the website.
4. Go to the Barcode column and scan the beer’s barcode (if scanning doesn’t work or if you don’t have the scanner, type in the barcode number).
4. Go to the Barcode column and scan the beer’s barcode (if scanning doesn’t work or if you don’t have the scanner, type in the barcode number).
In the rare case that a bottle or can does not have a barcode, you can generate a barcode for the product by clicking the checkbox in the ‘Generate barcode’ column (this barcode will need to be printed and stuck to each individual can/bottle). There must be a number in this box or the upload will fail.
5. Once these details are filled out, tick the checkbox in the Create Pricing column for each completed beer.
5. Once these details are filled out, tick the checkbox in the Create Pricing column for each completed beer.
Ticking this box generates a single, pack and case price for the beer. Products can only be uploaded at the end of this process if pricing has been created.
NEW PRODUCTS INFORMATION
NEW PRODUCTS INFORMATION
6. Go to the next tab New Products Information to start filling out each product. Make sure you’re in ‘Check View’. This view only shows products that have had pricing created.
6. Go to the next tab New Products Information to start filling out each product. Make sure you’re in ‘Check View’. This view only shows products that have had pricing created.
‘Bea view’ and ‘Master view’ are also fine to use, however these views also show products without pricing. Generally the Create Pricing box is only ticked once the beer has actually landed in the warehouse and the stock/invoice has been entered, so anything without pricing is probably not in the warehouse yet. If it's the day before/day of upload and there's lots to do, it's worth prioritising the beers that are here already unless there's a new product that's guaranteed to land before new products are uploaded.
If a brewery is not listed then this will need to be created in AirTable (see here).
7. ‘Untappd URL’ and ‘Untappd’ columns
Find the beer on Untappd and copy + paste its URL into the Untappd URL column, then copy and paste the numbers after the slash at the end of the URL into the Untappd column.
7. ‘Untappd URL’ and ‘Untappd’ columns
Find the beer on Untappd and copy + paste its URL into the Untappd URL column, then copy and paste the numbers after the slash at the end of the URL into the Untappd column.
The number at the end of the URL is how we link to the beer’s Untappd listing/show its rating on our website.
The URL is there for ease of checking that the Untappd rating that will end up on the website is for the correct beer (the name of the beer is usually contained within the URL). Double check after filling these out that the URL matches the beer and the number matches the one in the URL.
Also make sure to keep the following in mind when finding a beer's Untappd page:
If the beer is a seasonal or vintage beer (e.g. there are multiple editions or yearly releases), ensure it is the correct year
If the beer is part of a brewery's series of multiple similar beers (e.g. same beer different hop, same beer different barrel etc)
8. Style & Secondary Style:
Use the first Style column for the specific style of the beer, and the secondary style column for the broader style category
8. Style & Secondary Style:
Use the first Style column for the specific style of the beer, and the secondary style column for the broader style category
E.g. for Mountain Culture Making Excuses Oat Cream IPA you’d select ‘Oat Cream IPA’ in the first column, and either ‘NEIPA’ or ‘IPA’ in the second.
If you’re not sure, check Untappd as that should give you an accurate style name.
9. Descriptions
Try to find the beer on the brewery’s website/online shop as they will usually have the best description for the beer.
If the beer isn’t there, some beers will have a decent blurb on the can/bottle itself.
Also worth having a look for the beer on the brewery’s Instagram or using the description from Untappd.
9. Descriptions
Try to find the beer on the brewery’s website/online shop as they will usually have the best description for the beer.
If the beer isn’t there, some beers will have a decent blurb on the can/bottle itself.
Also worth having a look for the beer on the brewery’s Instagram or using the description from Untappd.
If the beer description is longer than a couple of sentences, try to make use of more than one/all of the 4 description boxes.
Double check for spelling errors (incl. US spelling e.g. change all instances of ‘flavor’ to ‘flavour’ etc).
Double check the description you’ve copied is for the correct beer - in the past I’ve gone to copy the brewery’s blurb only to realise the brewery has duplicated an old product and updated everything but the description….
This goes for ABV as well - failsafe way to find the correct ABV is to physically check the bottle or can. Untappd is often incorrect or not specific enough (e.g. 6% when it should say 6.4%), sometimes the brewery gets it wrong on their website too.
10. Double check all of that (or have someone else check - fresh eyes) then go back to the New Products Pricing tab and select the ‘PLU Create’ view.
This view will only show products with pricing created.
10. Double check all of that (or have someone else check - fresh eyes) then go back to the New Products Pricing tab and select the ‘PLU Create’ view.
This view will only show products with pricing created.
Website Position
Website Position
New beers will appear on the Beer Cartel homepage and on the New Arrivals page - the new arrivals section on the homepage shows 8 beers, and the new arrivals page will show all of them. You can choose the order of the first 10 beers, and if there are more than 10 products the rest will be ordered by SKU (newest to oldest). If there are fewer than 10 new beers, just number them in order of preference from 1 - whatever comes last.
Pirate Life ESB, 2. Hop Nation Let's Tessellate, 3. Hop Nation Green Matter, 4. Zythologist Momentum, and so on
11. In the PLU Create view, sort the beers by Single Price (low to high) and write a list numbering the beers 1-10~.
11. In the PLU Create view, sort the beers by Single Price (low to high) and write a list numbering the beers 1-10~.
#1 will be the first beer in the New Arrivals section of the website’s homepage and so on. Usually we try to feature affordable beers, limited beers and popular/hype breweries in the first 10 as these will be most popular.
12. Go back to the New Products Information tab and select the ‘Create View’.
In the Website Position column, enter each beer’s position in the order.
If there are more than 10 products to be uploaded, enter 11 for all the remaining beers.
12. Go back to the New Products Information tab and select the ‘Create View’.
In the Website Position column, enter each beer’s position in the order.
If there are more than 10 products to be uploaded, enter 11 for all the remaining beers.
CSV CREATION
CSV CREATION
13. The last step BEFORE ticking the ‘Completed’ checkboxes in Create View is to double check the following tabs have been cleared from the previous upload:
13. The last step BEFORE ticking the ‘Completed’ checkboxes in Create View is to double check the following tabs have been cleared from the previous upload:
- Big Commerce Export
- App Pricing Upload
- Dear SKU Change
- Dear New Products
- Dear UOM
- Dear UOM Pricing
- Dear Staff Pricing
- Big Commerce Export
- App Pricing Upload
- Dear SKU Change
- Dear New Products
- Dear UOM
- Dear UOM Pricing
- Dear Staff Pricing
To clear the App Pricing Upload tab and the 5 Dear tabs, in each tab select all lines, right click and select 'Delete Records' at the bottom of the dropdown menu.
To clear Big Commerce Export:
Go to the Final Products tab on the right
Select the view option 'Delete View'
Fill all of the checkboxes in the Delete column - this triggers an automation to delete those products from both the BigC Export tab, and from the New Products Pricing & Information tabs as well
14. Once that’s done, go back to the New Products Information tab (Create View) and tick the checkboxes in the ‘Completed’ column for every product that needs to be uploaded.
This will trigger the automation to fill the tabs above with the information to be uploaded.
14. Once that’s done, go back to the New Products Information tab (Create View) and tick the checkboxes in the ‘Completed’ column for every product that needs to be uploaded.
This will trigger the automation to fill the tabs above with the information to be uploaded.
15. Give the automation a couple minutes to complete and then go to the BigCommerce Export tab.
15. Give the automation a couple minutes to complete and then go to the BigCommerce Export tab.
Open the dropdown menu in the upper left titled Export View and select Download CSV. This is the CSV file that will be uploaded to Big Commerce.
Open the dropdown menu in the upper left titled Export View and select Download CSV. This is the CSV file that will be uploaded to Big Commerce.
Do the same with the App Pricing Upload tab and the 5 Dear tabs.
Do the same with the App Pricing Upload tab and the 5 Dear tabs.
CSV UPLOAD
CSV UPLOAD
16. Open both Big Commerce and Dear.
16. Open both Big Commerce and Dear.
Upload products to Dear first followed by BigCommerce.
Uploading to Dear
Uploading to Dear
In Dear, go to Inventory>Products and find the ‘Import’ dropdown menu.
It’s important the Dear CSV files are uploaded in the right order and into the correct Import option or Dear might break:
Import Dear SKU Change into Bulk SKU Change
Import Dear New Products into Inventory List
Import Dear UOM into Units of Measure
Import Dear UOM Pricing into Inventory List
Import Dear Staff Pricing into Markup Prices
Uploading to BigCommerce
Uploading to BigCommerce
Go to Products and select ‘Import’. Then upload the Big Commerce Export file.
Don’t change any of the default import settings, just keep clicking next and then ‘Start Import’. Once the import is complete go to View Imported Products - this will show you the products just uploaded.
CUSTOM APP UPLOAD
CUSTOM APP UPLOAD
17. Once these have been uploaded, open the custom app and sync categories followed by a full sync.
17. Once these have been uploaded, open the custom app and sync categories followed by a full sync.
This will bring the new products into the app from Big Commerce.
This will bring the new products into the app from Big Commerce.
18. Once the sync is done, go to Beer & Glassware Packagings in the app.
Click the Import File button on the right hand side and choose the App Pricing Upload file.
The Import button will now say Upload - click this.
(This file contains pack & case prices as well as Untappd ratings, and pack and case weights for Shipstation.)
18. Once the sync is done, go to Beer & Glassware Packagings in the app.
Click the Import File button on the right hand side and choose the App Pricing Upload file.
The Import button will now say Upload - click this.
(This file contains pack & case prices as well as Untappd ratings, and pack and case weights for Shipstation.)
19. Once that’s done, refresh BigCommerce. Open each new product and remove any empty lines from their descriptions.
19. Once that’s done, refresh BigCommerce. Open each new product and remove any empty lines from their descriptions.
20. You’ll also need to upload images - import each beer’s image and copy/paste the beer name into the text box attached to the image.
20. You’ll also need to upload images - import each beer’s image and copy/paste the beer name into the text box attached to the image.
21. Check the products are ready to go live via the (view) link in each beer’s BigC page - this will show you a preview of the product on the website.
Double check details, descriptions and images.
21. Check the products are ready to go live via the (view) link in each beer’s BigC page - this will show you a preview of the product on the website.
Double check details, descriptions and images.
22. Importing new products into Pricing Margin Check Airtable
22. Importing new products into Pricing Margin Check Airtable
All new products need to be imported into the Margin Check Airtable so that if/when we receive them again in the future, we can easily update prices if needed.
Ideally this should be done before setting new products to be visible on the website, in case any of them get flagged and set to invisible when they're imported into the Margin Checker. (See here for more information and how to use the Margin Checker)
a. Open Pricing Margin Check in Airtable and go to the New Craft Beer Products to Sync tab.
b. In the 'Create Products' column, select the last ticked box, hold Shift on your keyboard and drag down until you've selected all the unticked products. This will autofill all the checkboxes.
c. Give Airtable a few minutes to import the products and then check the 'Pricing to Review' view in the Craft Beer Product Pricing tab - some of the new products may have been flagged as having incorrect pricing. If this is the case follow the steps in the how-to linked above.
23. Go back to BigCommerce to the full products list (Products>View).
23. Go back to BigCommerce to the full products list (Products>View).
Tick all the products that are ready to go live and then select ‘Bulk Edit’ from the Bulk Actions dropdown on the top right.
Tick all the products that are ready to go live and then select ‘Bulk Edit’ from the Bulk Actions dropdown on the top right.
24. Click the eye symbol next to each product and Save.
24. Click the eye symbol next to each product and Save.
25. Open Searchspring and select Update Index. This will ensure the new products are visible on the New Arrivals page and will appear if a customer searches for them.
25. Open Searchspring and select Update Index. This will ensure the new products are visible on the New Arrivals page and will appear if a customer searches for them.
Appendix
Creating New Breweries in AirTable
Creating New Breweries in AirTable
If a brewery doesn't exist in AirTable (needed for updating data in BigCommerce).
In AirTable go to tab Data Breweries
Right click and select insert record.
Cell 'Brewery' can be a shortened version of the brewery name e.g. Future Brewing can be Future
Cell 'Web Address' should contain all the categories that the brewery will go into e.g. as Future Brewing is based in Sydney, NSW this will then be as follows (with brewery name Future added in): Beer/Brewery/Australia/Future;Beer/City/Sydney Craft Beers;Beer/State/New South Wales Beers
'Brand for Lightspeed' and 'Brand for Website' will be full name for the brewery: Future Brewing
Creating New Suppliers in AirTable
Creating New Suppliers in AirTable
If a supplier doesn't exist in AirTable follow the steps below:.
In AirTable go to tab Data Suppliers
Right click and select insert record.
Cell 'Suppliers' should be the name of the supplier
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