XOLeap - User Guide: Core Features

This guide covers the core features of XOLeap and how to use them effectively.

Table of Contents

1. Inventory Management
2. Order Fulfillment
3. Receiving & Putaway
4. Returns & RMA
5. Barcode Scanning
6. Advanced Reporting
7. Billing & Subscriptions

---

Inventory Management

Product Catalog

Adding Products:

1. Navigate to Inventory > Products
2. Click "Add Product"
3. Enter product details:
   • Name, SKU, description
   • Product type (simple or variable)
   • Pricing information
   • Dimensions and weight
4. Save the product

Product Variations:

• Create variable products with attributes (size, color, etc.)
• Each variation becomes a separate SKU
• Manage inventory at the SKU level

Stock Management

Viewing Stock Levels:

• Go to Inventory > Stock
• See current quantities by warehouse
• Filter by location, product, or status

Adjusting Inventory:

1. Navigate to Inventory > Adjustments
2. Select the product and warehouse
3. Enter adjustment quantity and reason
4. Save the adjustment

Location Management:

• Set up warehouse hierarchy: Zone → Aisle → Rack → Bin
• Assign products to specific locations
• Track inventory by location

---

Order Fulfillment

Creating Orders

1. Go to Orders > Create Order
2. Enter customer information
3. Add products and quantities
4. Set shipping address
5. Review and submit

Order Processing Workflow

1. Allocation

• System automatically allocates inventory
• Reserve stock for the order
• Check for availability

2. Picking

• Generate pick lists
• Use barcode scanning (Professional/Enterprise)
• Track picking progress

3. Packing

• Pack items into boxes
• Add packing materials
• Print shipping labels

4. Shipping

• Generate shipping labels
• Update tracking information
• Mark order as shipped

Pick Waves

Creating Pick Waves:

1. Go to Orders > Pick Waves
2. Select orders to include
3. Generate optimized pick list
4. Assign to warehouse staff

Pick Wave Features:

• Optimized picking routes
• Batch multiple orders
• Track completion status

---

Receiving & Putaway

Purchase Orders

Creating Purchase Orders:

1. Navigate to Receiving > Purchase Orders
2. Click "Create PO"
3. Select vendor
4. Add products and quantities
5. Set expected delivery date
6. Submit for approval

Receiving Workflow

1. Receive Goods:

• Go to Receiving > Receipts
• Select the purchase order
• Enter received quantities
• Note any discrepancies

2. Putaway Tasks:

• System generates putaway tasks
• Assign to warehouse staff
• Scan location barcodes
• Complete putaway

3. Quality Control:

• Inspect received items
• Mark items as accepted/rejected
• Create return authorizations if needed

---

Returns & RMA

Available in Professional and Enterprise plans

Creating Return Authorizations

1. Go to Returns > Create RMA
2. Select the original order
3. Enter return reason
4. Select items to return
5. Submit for authorization

Return Workflow

1. Authorization:

• Review return request
• Approve or reject
• Set restocking rules

2. Receiving:

• Receive returned items
• Inspect condition
• Update inventory

3. Restocking:

• Process restock if applicable
• Update inventory levels
• Generate credit memo

---

Barcode Scanning

Available in Professional and Enterprise plans

Mobile Scanner

Using the Camera Scanner:

1. Navigate to any scanning-enabled page
2. Click the camera icon
3. Allow camera permissions
4. Point camera at barcode
5. System automatically processes scan

Manual Entry:

• Type barcode manually if camera unavailable
• Search by product name or SKU
• Quick lookup functionality

Scanning Workflows

Picking:

• Scan product barcode
• Verify correct item
• Update pick quantity

Putaway:

• Scan product barcode
• Scan destination location
• Confirm putaway

Inventory Counts:

• Scan location barcode
• Scan product barcodes
• Enter quantities
• Submit count

---

Advanced Reporting

Available in Professional and Enterprise plans

Analytics Dashboard

Accessing Reports:

1. Go to Analytics
2. Select report type
3. Set date range and filters
4. View results

Available Reports

Inventory Reports:

• Stock levels by location
• Inventory aging analysis
• Low stock alerts
• Inventory valuation

Order Reports:

• Order fulfillment metrics
• Fulfillment SLA tracking
• Order trends
• Customer performance

SKU Performance:

• Top selling products
• Slow-moving inventory
• Product profitability
• Sales trends

Custom Reports

Creating Custom Reports:

1. Go to Analytics > Custom Reports
2. Select metrics and dimensions
3. Apply filters
4. Save as preset
5. Export to CSV

Report Presets

• Save frequently used reports
• Share with team members
• Schedule automatic exports

---

Billing & Subscriptions

Viewing Your Subscription

1. Go to Billing
2. View current plan details
3. See usage metrics
4. Check trial status

Managing Your Plan

Upgrading/Downgrading:

1. Go to Billing
2. Select new plan
3. Choose billing cycle (monthly/yearly)
4. Confirm changes

Canceling Subscription:

1. Go to Billing
2. Click "Cancel Subscription"
3. Choose immediate or end-of-period cancellation
4. Confirm cancellation

Invoices

Viewing Invoices:

1. Go to Billing > Invoices
2. View all subscription invoices
3. Download as PDF
4. Track payment status

Invoice Details:

• Invoice number and date
• Billing period
• Amount and payment status
• Download option

Trial Management

Trial Status:

• View days remaining
• See expiration date
• Add payment method before trial ends

Trial Expiration:

• Receive warnings at 3 days and 1 day
• Add payment method to continue
• Trial converts to paid subscription automatically

---

Best Practices

Inventory Management

• Keep product information up to date
• Set up location hierarchy early
• Use barcode scanning for accuracy
• Perform regular cycle counts

Order Fulfillment

• Process orders promptly
• Use pick waves for efficiency
• Verify items before shipping
• Update tracking information

Receiving

• Inspect goods upon receipt
• Complete putaway tasks quickly
• Document any discrepancies
• Maintain vendor relationships

Reporting

• Review reports regularly
• Set up custom reports for your needs
• Export data for analysis
• Use insights to improve operations

---

Keyboard Shortcuts

• Ctrl/Cmd + K - Quick search
• Ctrl/Cmd + / - Show keyboard shortcuts
• Esc - Close modals/dialogs

---

Need More Help?

• User Guides - Detailed documentation for each feature
• Support - Contact support via email or chat
• Knowledge Base - Search for answers to common questions

Happy managing with XOLeap!