This advanced guide is designed for those who have already acquired the basic knowledge of how to manage products, stock, and warehouses on the platform and want to continue discovering all the advantages of working with Holded.
It is divided into two stages:
Configure your documents and create product properties.
Create and invoice purchase and sales orders, send units, consult the delivery note or the stock, and other functions.
💎 Activate the Inventory payment gem in the Holded Store to use the advanced Inventory functions.
1. Configure your documents and create product properties
1.1 Customise your orders and delivery notes
In Holded you can create as many template formats as you need and then assign them to each type of document to avoid having to use the same format for all of them.
How to create the template?
Click on your account at the top left and go to Settings.
Under Billing, select Document Templates.
Create your templates (learn how to do it here).
How to assign it to a document?
Click on your account at the top left and go to Settings.
Under Invoicing, select Preferences.
Under 'Document format', select the desired option: Purchase order, Sales order, Manufacturing Order, Purchase order, or Sales Order.
Under 'Templates', choose "Design template" and "Email template" using the drop-down menu.
Under "Information", use the "Document Mode" dropdown to have more or fewer fields appear in the invoice PDF, and tick the checkboxes to add additional columns:
Finally, under "Document numbering", create numbering lines that match the format you want to number your documents.
Learn more in these articles:
1.2. Create product categories
In Holded you can create and assign categories that facilitate the classification or filtering of your products. Categories can be applied across different products.
Follow these steps to create a category (or learn all about it here):
Go to Inventory > Dashboard in the navigation bar.
Under 'Product properties', click on "Product categories".
In the corresponding section, click on "+New category".
Assign a name to the category, and choose between ticking:
Text / Number, if you need an empty text field to be filled in for each product
Options, if you need to specify a value that the category can take within a set of predefined values (type an option and press "Enter" to save it).
Check the box(es):
"Show group in orders": if you want the category to appear in the Inventory View of your orders.
"Show group in Catalog B2B" (only if you have checked 'Options'): if you want the group to be shown in the Catalogue filters.
Click on "Save".
1.3 Create the variant groups
To simplify the creation and management of products, Holded gives you the possibility to create variant groups that bring together all the eligible product options that belong to a common context:
Click on your account at the top left and go to Settings.
Under Inventory, select "Product configuration".
Locate the section Variant groups, and click on "+ New variant group".
Assign a name to the group (e.g. Footwear, Clothing, etc.).
Under "Field", name the set of options (e.g. Size, Colour, etc.)
In "Type", choose between tick:
Text / Number, if you need an empty text field to be filled in for each product.
Options, if you need to specify a value that the set can take within a predefined set of values (e.g. "Black", "Blue", "White"). Type in a value, and press "Enter" to save it, or delete with your keyboard if you want to remove one.
If you need more sets of options within the group, click on "+ Add field".
Click the "Save" button to finish
☝🏼 When you click on New group, you will see Suggestions: (Clothes, Shoes, Drinks, etc.) appear at the bottom of the panel. Click on these to automatically create different sets of options for the variant groups mentioned above.
Learn how to manage variant groups here.
1.4 Create the different rates
In Holded, rates are the additional prices that can be assigned to a product in addition to its main price.
You can assign them to your products, your contacts, or your Holded documents, and view them in the Price List section. There you will find all the prices you have created with their names and descriptions.
To create a product rate in Holded, follow these steps:
Go to Inventory > Control panel in the navigation bar.
Locate the "Product properties" area.
Click on Price list:
Under 'Price list', click on "+New rate":
Name your tariff and add a short description, if needed.
Click on "Create".
Learn here how to manage product rates.
1.5 Create the pipelines
Logistics stages (pipelines) are shipment statuses that you can create and assign to your orders, delivery notes, or sales documents (for example, if you want to know whether the order is in the warehouse, in transport, or at the destination).
You can create as many stages as you want to have exhaustive control of your documents. To create a logistics stage in Holded, follow these steps:
Go to Inventory > Control panel in the navigation bar.
Under 'Product properties', click on Pipeline:
From "Pipelines", click on "New pipeline":
Name your pipeline (e.g. customs, shipped, or delivered) and add a short description, if needed.
Click on "Create".
Learn how to manage pipelines here.
1.6 Create the different warehouses
When you create your account, a default warehouse will automatically be created with the same name as your company. However, product management in Holded allows you to create as many warehouses as you need, move stock between them, and select the warehouse of origin to ship your products.
Go to Inventory > Control panel in the navigation bar.
In the Warehouses area, click the "Manage" button
Click on "New warehouse".
Specify the details of your warehouse, and tick if you want it to be your main warehouse.
Click on "Create".
Learn more about warehouse management in these articles:
2. Manage orders, shipments, stock, and other functionalities
Once the configuration process is finished, it is time to perform the more advanced management actions.
2.1 Create a product and choose its type
In Holded you can create simple products, products with variants, products with lots, products with serial numbers, or product packs.
Find here all the information about the predefined product types in Holded and everything you can do with them.
2.2 Assign categories to your product
With these steps, you will be able to assign a category that will appear in the product panel, in the product list, and in the product catalog:
Follow these steps to assign a category that will appear on the product panel, in the product list, and the product catalog:
Go to Inventory > Control panel and locate the product you want.
In the product line, click on the three dots button (⋮), and select "Edit".
Within the product editor, go to "Categorization" and locate the Categories dropdown:
A. Assign a new category
In the dropdown, select "+New category".
Type a name for your new category, and then, in the "Type" dropdown, choose between:
Text / Number, if you need an empty text field to be filled in for each product
Options, if you need to specify a value that the category can take within a predefined set of values. Example: washing machines, refrigerators, induction hobs, etc., within the category Household Appliances (type an option and press "Enter" to save it).
Check the box(es):
"Show group in orders": if you want the category to appear in the Inventory View of your orders.
"Show group in the catalog" (only if you have ticked 'Options'): if you want the group to be shown in the Catalogue filters.
Click on "Create".
Click again on the "Category" drop-down, choose the category created(Appliances), then choose the option (Refrigerators):
Repeat the operation, assigning as many categories as you need.
Click on "Save" in the bottom right corner.
B. Assign an existing category
In the drop-down menu, select the desired category.
Repeat the operation, assigning as many categories as needed.
Click on "Save" in the bottom right-hand corner.
Go to this article and find out more about how to assign, filter, or export product categories.
2.3 Create a purchase order and receive it in a warehouse
From Holded, you can easily create purchase orders that are sent to your suppliers of goods or services specifying prices, quantities, or payment and delivery conditions.
2.3.1 Create a purchase order
To create a purchase order in Holded, follow these steps:
Go to Inventory > Orders in the navigation bar.
Select the tab "Sales Orders" or "Purchase Orders".
Click on the "New Order" button in the top right-hand corner.
Enter the basic order information, including contact, document number, date, and expiration date.
Fill in the order line fields (concept, description, quantity, price, tax, weight, and total).
Finally, fill in the additional fields and, if you wish, configure the advanced options.
Click on the "Save" button to save the order.
2.3.2 Receive the units of the order in a warehouse
To receive the units of a single product purchase order, follow these steps:
Go to Inventory > Orders, and click on the Purchase Orders tab.
From the list, select an order of your choice.
Within the pop-up panel, click on "Receive units":
For each item, indicate the number of units to receive; enter the figure manually in the "Receive" column, or choose one of the following options:
Receive pending: the units will be automatically filled in and the total stock received will be divided proportionally between the different batches / sn created.
Scan products: scan the products by barcode to add them.
Click on the "Confirm" button.
2.4 Convert the purchase order into a purchase (expenses)
If you haven't already done so, in Holded you can consolidate a purchase order by converting it into a purchase. It will then appear in your Expenses section, where you can find it in the list of expenses.
To convert a sale or purchase order, follow these steps:
Go to Inventory > Orders, and select "Sales Orders" or "Purchase Orders".
From the list, click on an order of your choice.
In the order tab, click on "Convert":
Select an option between:
Invoice / Sales Ticket / Purchase Order (for sales orders).
Purchase (for purchase orders).
2.5 Create a sales order and ship the units
From Holded you can create sales orders that constitute a contractual agreement on the delivery of your products with a defined price, quantities, and deadlines.
2.5.1 Create a sales order
To create a sales order in Holded, follow these steps:
Go to Inventory > Orders in the navigation bar.
Select the tab "Sales Orders" or "Purchase Orders".
Click on the "New Order" button in the top right hand corner
Enter the basic order information, including contact, document number, date and expiration date
Fill in the order line fields (concept, description, quantity, price, tax, weight and total).
Finally, fill in the additional fields and, if you wish, configure the advanced options.
Click on the "Save" button to save the order.
2.5.2 Submit the units of a sales order
To submit the units of a single product sales order, follow these steps:
Go to Inventory > Orders, and click on the Sales Orders tab.
From the list, select an order of your choice.
Within the order tab, click on "Submit units":
For each item, indicate the number of units to ship; enter the figure manually, or choose one of the following options:
Serve backordered: if the order line is 6 units, clicking on the button will add the 6 units of the product.
Serve stock: if the order line is 6 units, but the stock of the product in Holded is 3 units, clicking the button will add only 3 units.
Scan products: scan the barcodes of the products to be shipped with the gun or scanner.
Click the "Confirm" button.
2.6 Consult the sales shipment
Holded provides you with a list of delivery notes so that you can track and manage your shipments. Whenever you serve units related to a sales order, its delivery note will be automatically created and added to the list:
Go to Inventory > Orders in the navigation bar.
Select "Sales Orders", and click on the order whose units you have shipped.
In the Shipments section, in the right-hand column, click on the box created with the delivery note number to view the delivery note in PDF.
☝🏼 You can also consult your list of delivery notes by following this route: Inventory > Shipments.
2.7 Invoice the sales order
For you to manage your invoicing as easily as possible, Holded allows you to convert your sales orders into invoices, sales tickets, proformas, or purchase orders.
Go to Inventory > Orders, on the navigation bar.
Check the Sales Orders or Purchase Orders option.
In the list of orders, click on an order of your choice.
Click on the "Convert" button at the top of the order list.
Select, for example, "Invoice" from the drop-down options:
Sales Orders: Invoice / Sales Ticket / Purchase Order.
Purchase orders: Purchase.
In the Sales section, the "New Invoice" menu will open.
Once you have filled in all the fields, click on "Save".
Learn how to create a sales invoice, how to create a sales ticket, or how to create a purchase order.
2.8 Consult the product stock
Holded provides you with a graph so that you can visualise the evolution of your sales targets about the goals you have previously set. Consult it to establish real goals and forecasts.
2.8.1 How to consult the summary
Go to Inventory > Products, in the navigation bar.
From the list, click on a product.
In the Summary area of the product card, you can consult the general information about your stock:
Total stock.
Sold this month.
Stock alarm.
Stock graph.
2.8.2 How to consult the history
At the top right of the product page, access "Stock history":
Stock History allows you to track your inventory in detail over time. It offers a complete record of all stock movements of the product and the affected warehouses.
In the History table, you can analyze the changes in the number of units of the product day by day, organized by month. This gives you a clear view of all stock changes, with precise details for each day.
You can also export this information in Excel or PDF format for further analysis or easy data sharing.
Learn more here about the stock summary, and about how to check stock history from the Product Dashboard.
2.9 Update product features via Excel
Updating products in bulk allows you to apply multiple changes to your products in one go. This makes it easier for you to manage your products and ensures you always have an accurate and up-to-date overview of your product details.
Click on your account at the top left and go to Import.
Click on "Inventory" and choose "Products".
From the drop-down, select the type of product to import:
Download the import template and fill it in.
Drag and drop or upload the completed import template.
☝🏼 If you are importing products into Holded for the first time, use the import via Excel. If you already have products registered, use the option to update stock.
Learn more here about the bulk update of products using templates.
2.10 Print barcodes
Holded allows you to print barcodes and create labels for your products:
Go to Inventory > Products in the navigation bar.
Click on a product.
In the document viewer, press the three dots button ( ⋮ ).
Select "Print barcode".
Provide the following information: product, quantity, label format, barcode format, and text to display.
Click on "Print" and you will get the download file.
Learn more here about how to print labels with barcodes.
2.11 Remove the order, delivery note, and the product
Now that you have learned how to create your orders and products, learn also how to delete them.
2.11.1 How to delete an order or delivery note
Go to Inventory in the navigation bar.
Select "Orders" or "Shipments".
On the line of the order or delivery note, click on the three dots button ( ⋮ ).
Choose the "Delete" option, and confirm the deletion.
Learn more about deleting orders here.
2.11.2 How to delete your product
Go to Inventory > Products in the navigation bar.
From the product listing, access a product.
Within the product panel, click on the three dots button ( ⋮ ).
Select Delete and confirm the deletion of the product.