Additional warehouse item details - best practices

Providing accurate and complete item information helps the warehouse team process incoming gifts and fulfill outgoing orders more efficiently.

The more details provided for an item, the easier it is for the warehouse team to identify, check in, and fulfill it correctly.

Item details

When creating or editing a warehouse item, you must provide the following information:

• Brand
• Color
• Size
• Short description

If a detail does not apply to the item, enter “N/A”. For example, use “N/A” for the brand if the item is unbranded.

Providing these details accurately helps reduce delays during warehouse check-in and order fulfillment.

Shipping and special care requirements: If an item has shipping restrictions or requires special handling, indicate this when creating or editing the item. Examples include items containing alcohol or lithium batteries.

Providing this information upfront helps the warehouse team handle and ship the item correctly.

Confirmation: After entering the item details, tick the checkbox at the bottom of the page to confirm that the information is correct.

🎥 Watch the video here for more details.

How can I populate the required fields more easily?

You can use Autofill with AI to generate suggested values for the required item fields based on the item name and description.

To use Autofill with AI:

1. Enter an item name.
2. Add an item description with more than 6 characters.
3. Select Autofill with AI.
4. Review the suggested values and update them if needed.
5. Save the item once the details are correct.

Requirements:

• The item must have a name and a description of more than 6 characters.
• AI must be enabled in your organization's settings.

The AI-generated values are suggestions and can be edited before the item is saved.

🎥 Watch the video here for more details.

What about updating my existing items?

Existing warehouse items may also need the required details to be completed.

Before the required fields are enforced, Reachdesk can use Autofill with AI to populate these details for existing items. For this to happen automatically, AI must be enabled in your organization settings. 

If AI is not enabled or cannot be enabled:

• You can update the item details manually when the required fields take effect.
• Alternatively, contact your CSM to temporarily enable Reachdesk AI so the existing items can be updated using AI.

AI may not be able to populate every field for every item. If an existing item is still missing required details, you will be prompted to complete them when creating a ship notice for that item.

Why are my item details locked?

Some item details are locked after an item has been received by the warehouse. This prevents changes to the item's original details and allows the warehouse to maintain an accurate record of what was received.

For example, if an item was originally received as a pack of 50 black hoodies, you cannot change the item to 100 black hoodies. If the item is different, create a new item with the correct details.

If an item contains incorrect information that needs to be corrected, contact the Reachdesk Support team for assistance.

🎥 Watch the video here for more details.

What is required on the ship notice page?

When creating or updating a ship notice, each item included in the ship notice must have all required details completed.

Most existing items will already have these details populated. If an item is missing any required information, you will be prompted to update the item before you can continue creating or updating the ship notice.

Once the missing details are completed, you can continue with the ship notice.

🎥 Watch the video here for more details.

If an item has missing details, you will see it on the screen below.

To update the item:

1. Click on the edit icon
2. Update the required details
3. Save the item
4. You will automatically return to the ship notice page.
5. You can continue to complete your ship notice and save it.