Planufac Onboarding Guide

Welcome to Planufac! Follow this step-by-step guide to efficiently set up your company’s operations, including importing contacts, managing inventory, and products. By completing these steps in order, you will ensure that your business data is properly organised, allowing you to make the most of Planufac’s powerful features.

Step 1: Setting Up Your Contact Data (Customers & Suppliers)

The first step to getting started with Planufac is setting up your contact data, whether they are customers or suppliers. Accurate contact information is critical because suppliers will be tied to purchase orders, and customers will be linked to sales orders.

Why It Matters

Accurate contact information ensures smooth operations, including purchase orders, invoicing, shipping, and communication.

Key Actions

Download the Contacts Template: First, click, Download Templates which is also located in the Import/Export section of Planufac. Select the Contacts template from the provided file to ensure you're using the correct format.
Bulk Import Contacts: Navigate to the Import Data section, choose Contacts from the "Choose Import Type" dropdown, and upload your contact data using the downloaded template.

For a detailed step-by-step guide on importing contacts, click here.

Download the Templates Directly from Planufac

Step 2: Setting Up Your Product Data

Once your contacts are set up, the next step is to set up your product catalogue. Properly organising products ensures smooth sales processing and inventory tracking.

Why It Matters

Accurate product data is essential for managing pricing, stock availability, and sales orders.

Key Actions

Download the Products Template: Use the Download Templates button in the Import/Export section of Planufac and select the Products template to edit.

Bulk Import Products: In the Import Data section, choose Products from the dropdown menu. Upload your product data file after preparing it using the template.
Product Variants: If your products have different variants (e.g., sizes, colours), make sure to set them up using the template. Planufac allows the easy management of product variants through this system.

For a detailed step-by-step guide on importing products, click here.

For a detailed step-by-step guide on importing size variants, click here.

Download the Templates Directly from Planufac

Step 3: Adding Inventory to Your Products

Once you have set up your products, the next step is to add inventory to them. You can do this in two ways, depending on whether you are starting fresh with new stock or already have existing stock.

Why It Matters

Accurately tracking stock levels is essential for order fulfilment and overall inventory management. This ensures that your products are available for sales and orders, and you can manage stock movements effectively.

Key Options to Add Inventory

If You Have Existing Stock:
If you already have stock in your warehouse and are using Planufac for the first time, you can bulk import your current stock levels directly into the system.

Download the Inventory Template: Click the Download Templates button to get the Inventory Template.
Bulk Import: Go to the Import Data section, select Inventory from the dropdown, and upload your stock data file.

If You Are Starting Fresh or Adding New Stock:

If you are starting with new stock, or adding additional stock for the first time, you can create a Purchase Order linked to your suppliers. When stock is received, the purchase order will automatically update your inventory levels.

Purchase Orders: Create and manage purchase orders via Planufac’s interface. This will allow for automatic stock updates when the stock is received.

For a detailed step-by-step guide on importing inventory via bulk import, click here.

Download the Templates Directly from Planufac

Step 5: Updating Contact and Product Data

As your business evolves, you may need to update your contact and product data regularly. Planufac allows you to do this through the Update Data function.

Export Required for a Successful Contact Update

IDs: Ensure that the id field is present & filled for each contact you want to update.
Get the IDs by using the export function in Import/Export section of planufac here https://my.planufac.com/import/list

Key Actions

Updating Contact Information: Use the Exported Contacts as an update Template to update details such as payment terms, addresses, or links to parent companies, you can also remove the columns you do not want to update. In the Update Data section, choose Contacts and upload the updated file without overwriting essential data.
Updating Product Information: Similarly, if you need to adjust product descriptions, pricing, or categories, you can upload the updated Exported Products Template using the Update Data section to ensure that all changes are reflected accurately.

The process to update contacts & products are very similar, for contacts you need the IDs to be present to ensure you target the correct contact, for products the SKU is like your ID, make sure this is present at the beginning of the column list, you may remove any other columns you do not wish to update.

For a detailed step-by-step guide on updating contacts via bulk import, click here.

For a detailed step-by-step guide on updating products via bulk import, click here.

By following this simple onboarding process and using the templates provided, you will be well on your way to efficiently managing your business operations in Planufac. For further assistance, you can always refer to the downloadable templates or reach out to Planufac support.