Case Pack Quantities in WorkMate

Overview This guide explains how to set up and receive bundle products (like cases, boxes, or dozens) in Workmate while maintaining accurate inventory quantities at the individual unit level. This is essential for scenarios where you purchase products in bulk quantities but sell them individually. Use Cases

• Receiving a case/box of 25 shirts and tracking individual shirt inventory

• Receiving a dozen eggs while managing single egg inventory

• Receiving a box of liquid eyeliner (e.g., 12 units) and selling individual eyeliners

• Multi-level bundles (e.g., cartons containing multiple boxes)

How It Works Workmate uses Shopify's native Bundles app to create different units of measure for the same product. The key principle is:

• One product serves as the source of truth for inventory quantity (typically the individual unit)

• Multiple bundle products represent different units of measure (case, box, dozen, etc.)

• All bundles share the same inventory quantity - when you receive a case, it automatically updates the individual unit count

Setup Process Step 1: Create the Base Product

1. Create your base product in Shopify (the individual unit)

   • Example: "Liquid Eyeliner" (single unit)

   • This product will be your source of truth for inventory

Step 2: Create Bundle Products Using Shopify Bundles App

1. Install and access the Shopify Bundles app

2. Create bundle products for each unit of measure you need:

   • Box/Case: Bundle of 12 individual units

   • Dozen: Bundle of 12 individual units

   • Case Pack: Bundle of 25 individual units

   • Carton (if needed): Bundle of 100 boxes (for 3-level hierarchy)

3. Configure each bundle to:

   • Use the base product as the component

   • Set the appropriate quantity (e.g., 12 for a box, 25 for a case)

   • Link to the same inventory quantity as the base product

Step 3: Example Configuration Base Product:

• Product: "Liquid Eyeliner"

• SKU: EYELINER-001

• Inventory tracked: Yes

Bundle Products:

• Product: "Liquid Eyeliner - Box of 12"

  • Bundle contains: 12x "Liquid Eyeliner"

  • SKU: EYELINER-001-BOX12

  • Uses same inventory as EYELINER-001

• Product: "Liquid Eyeliner - Case of 100"

  • Bundle contains: 100x "Liquid Eyeliner"

  • SKU: EYELINER-001-CASE100

  • Uses same inventory as EYELINER-001

Creating and Receiving Purchase Orders and Creating a PO with Bundle Products

1. In Workmate POS, navigate to Purchase Orders

2. Create a new PO and add products:

   • You can add the bundle product (e.g., "Box of 12")

   • Or add the individual product

   • The system recognizes both as valid line items

3. Quantity entry:

   • If you're receiving 5 boxes of 12, enter quantity as "5" for the box bundle

   • The system will automatically calculate total individual units (60)

Receiving Purchase Orders Standard Receipt Flow

1. Open the purchase order in Workmate POS

2. Scan the barcode or manually select items to receive

3. Enter the quantity in the appropriate unit of measure:

   • Scan a box barcode → system recognizes it as 12 units

   • Scan an individual item → system counts as 1 unit

Multi-Receipt Support

• You can receive a PO in multiple receipts over time

• Each receipt updates the inventory incrementally

• Example:

  • Receipt 1: Receive 3 boxes (36 units)

  • Receipt 2: Receive 2 boxes (24 units)

  • Total received: 5 boxes (60 units)

Embedded Barcodes for Case Pack Quantity

• You can use embedded barcodes that encode both product ID and quantity

• Example: A case barcode might encode:

  • Product identifier: EYELINER-001

  • Quantity multiplier: 12

• When scanned, the system automatically applies the case pack conversion

Advanced Features Multi-Level Bundles (3-Level Hierarchy)

1. Level 1: Individual Unit

   • Liquid Eyeliner (1 unit)

2. Level 2: Box

   • Box of Liquid Eyeliner (12 units)

3. Level 3: Carton

   • Carton of Liquid Eyeliner Boxes (100 boxes = 1,200 units)

Best Practices

1. Always use the base product as inventory source of truth

   • Don't track inventory separately for bundles

   • Let bundles automatically calculate from base inventory

2. Consistent SKU naming

   • Use clear naming conventions (e.g., BASE-SKU-BUNDLE-TYPE-QTY)

   • Makes scanning and identification easier

3. Configure PO templates

   • Set default unit of measure for common suppliers

   • Reduces entry errors during receiving

4. Staff training

   • Train staff on which barcode to scan for which bundle

   • Emphasize that all bundles update the same inventory

5. Regular reconciliation

   • Perform cycle counts on base products

   • Verify bundle calculations are correct