E-Commerce FAQs

Logging In

1. Go to warehouse.weare5stones.com.

2. Enter your provided username and password.

• Your username will be your first initial and last name, without any spaces.
  (e.g., Colleen Beebe → cbeebe or Miles Foley → mfoley)
• If this is your first time logging in you will need to use the “Forgot Password?” function to set up your account.
• If you forgot your password, click “Forgot Password?” and follow the prompts to set a new password.

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Changing Your Password

1. While logged into Deposco, go to the upper right-hand corner of the screen and click “Account”.

2. Select “Account Profile” from the drop-down menu.

3. Select “Change Password”.

4. Enter your current password, create a new password, and then confirm the new password.

5. Click “Update”.

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Logging Out

1. In the upper-right-hand corner of the screen, click “Account”.

2. Select “Log Out”.

Searching for a Specific Order

In the Deposco global search bar, you can search by the order number to pull up a specific order.

If you are searching for an order by different criteria, click on the “Advanced Search” icon on the right side of the search bar. This search allows you to search by any known data attached to an order. Some of these other criteria include: Date Range and Keywords (Customer Name, Zip Code, State, Phone Number, Email, etc.)

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Viewing a Batch of Orders 

1. Select “Orders and Items” from Deposco main navigation menu.

2. Select “Order Header” from the submenu. At the top left of the screen, you can refine your order view by switching between the various options, such as: “All Open Orders,” “Sales Orders - Shipped,” “Amazon Orders,” etc.

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Understanding Different Types of Statuses

Inventory Status: This describes whether enough of your product(s) currently exist in the warehouse to fulfill a particular order.

• All Allocated: All items are available to be picked.
• Partial Backordered: Some items are not able to be picked.
• Backordered: All items unable to be picked.
  

Current Status: This describes an order’s status in the process of gathering items within the warehouse.

• Not out to be picked: This status has many subcategories.
  
  • New: The order has not been released to the warehouse floor.
  • Hold: A hold has been manually placed on the order by a user.
  • Hold-SS: On hold. Ship service error. Must be resolved manually by a 5 Stones staff member.
  • Hold-SS-0WT: An item is either out of stock or it does not have a weight on it.
  • Hold-AV: On hold. Address validation failure. Must be resolved manually by a 5 Stones staff member.
  • Hold-LTL: On hold. The order is over 400 lbs. This might require manual resolution by a 5 Stones staff member.
  • Backordered: There is an item or items that are not pickable at this moment.
• Released: The order is on the warehouse floor to be picked.
• Picking: Someone is actively working on that order.
• Complete: The order has been picked. 
  
  • This is the last “Current Status” label for most storefronts, as the order now proceeds to the shipping phase.
• Closed: The order shipped from a different location.
• Canceled: The order was canceled.
  

Shipping Status: This describes an order’s status specifically in relation to whether it has left the warehouse.

• Shipped: This means that all items in the order have been processed and shipped.
• Partially Shipped: This means that the order is going out in multiple boxes and not all boxes have been processed yet.
• Not Shipped: This means that no items in the order have been shipped yet.

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Creating a Sales Order Request

(This should only be used when orders are not processed automatically through your eCommerce solution) 

1. Select “OrderHeader” from main Deposco menu.

2. Click “New”.

3. Enter the relevant information into the mandatory fields:

• Number → Order Number (maximum of 25 characters)
• Type → Sales Order
• Current Status → New (or “Hold” if you want the order to wait for a specific date)
• Ship to Address 
• Ship Via

4. You may also fill out the optional information field:

• Planned Arrival Date

5. Click “Save”.

6. Next click the “Order Lines” tab.

7. Then click the orange “plus” button.

8. Enter the remaining relevant information into these additional mandatory fields:

• Order Line Status → New
• Item →  Enter the SKU or click the magnifying glass to search for a specific item within the list.
• Pack → Each / Case / Bundle / Pack 
• Order Pack Quantity → Number
  
  • If you chose each before: enter the number of items.
  • If you chose case before: enter the number of full cases.

9. Finally, add all line items.

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Creating Special Orders in Shopify

(NOTE: this process actually takes place in your Shopify store, rather than in Deposco. You may wish to create a special order in situations where you want to ship product(s) without payment, such as sending a product sample to a conference location or a special customer) 

1. First, begin in your Shopify store's management page. Then to the "Orders" menu in the left sidebar. Choose “Create Order.“

2. Assemble your order and the products you would like included. Once the order contents are ready, add yourself in the “Customer” field to the right.

• Ensure that your email is inputted properly into the customer field.
• Set as tax exempt status, if not already set that way.
• Set the shipping address to your desired destination (may be required each time if you add more new items).
• Then set the billing address as that of your desired destination (e.g. the conference address). This can often simply be done by choosing “Same as shipping address.”
• Edit the discount field in the Payment section: Select percentage and enter 100%.
• In the notes section at the top right, add a reason for the order (this note helps you to keep track what this special order was for)
• Set the shipping method as free shipping (time permitting) + type (e.g., FedEx 2-day if needed)

3. Click the arrow next to ”Collect payment“ and choose ”Mark as Paid.“

4. Then click "Create Order

• This will create a new order that will sync to Deposco and be fulfilled as usual.

5. If return labels are needed, please wait until the order syncs into Deposco, then add a note to the packer through Deoposco: “STOP. Return labels required (pack through multis). See Sam/Erica for assistance.”

6. If order is time sensitive, please wait until the order syncs into Deposco, then use this guide to update the priority.

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Changing, Managing, or Canceling an Existing Order 

If an item holds one of the following “Current Statuses”, then it can still be changed or canceled.

• New
• Hold
• Hold-SS
• Hold-SS-0WT
• Hold-AV
• Hold-LTL
• Backordered

(See the “Understanding Different Types of Statuses” section above to learn more about what each status means.)

If the item in question is labeled with one of these statuses, change the status to “Hold-CS” to mark that it should be paused for the time being. Then email warehouse.support@weare5stones.com with your desired update or cancellation, along with any helpful order information.

However, if your item is labeled with any other status, it is too late for it to be updated or canceled.

PLEASE NOTE THAT CANCELLING AN ORDER IN YOUR SALES PLATFORM DOES NOT CANCEL THE ORDER IN DEPOSCO.

Viewing Your Current Inventory

1. Select “Orders and Items” from the Deposco main menu.

2. Select “Items” from the submenu.

3. Select which view you want to use:

• All: Displays all shippable items in the 5 Stones warehouse
  
  • Number: SKU
  • Short Description: Product Title
  • ATP Qty API: Number of Items available for future orders
  • Reorder Point: Quantity at which you will receive a low inventory notice via email (if set up to receive)
• Kits and Aliases: Shows products that are made of multiple component items
  
  • Kit ATP API: Number of kits that can be made with the products in the warehouse
• Low Inventory Point: Shows all items that are currently below the Reorder Point threshold
• Other Locations and Digital: Shows all items in your store that are not shipped by 5 Stones
  
  • To create a product in your store that is not shipped by 5 Stones, go to Shopify and mark either: “Physical Product = False” or “Location ≠ 5 Stones Warehouse”.

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Viewing Historical Inventory

1. Select “DailyItemHistory” from the ”Orders and Items“ menu in Deposco.

2. Click “Filter”.

3. In the “Date” field, type your desired date to view orders from that period. (Format: YYYYMMDD)

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Creating a New Item

NOTE: If your eCommerce store is automatically integrated with Deposco, all new items created in your eCommerce store will be automatically synced to Deposco at the next inventory sync, typically every 4 hours. After you add any new items, be sure to mark your item(s) as Active, but unavailable in your eCommerce store. Items will not sync properly with Deposco until they are active.

Please note that creating new items in your eCommerce store is the BEST way to create items, and it is not recommended that you create an item directly in Deposco. 

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Creating a New Item Manually in Deposco

As mentioned above, we encourage you to create new items from within your eCommerce store, as they will automatically sync with Deposco. However, if you need to create a new item manually in Deposco, please follow these steps:

1. In the Deposco menu, go to “Orders and Items” and then select the submenu option “Item”.

2. Select “New”.

3. Fill in the mandatory fields:

• The number field is the SKU
• Verify that your Business Unit is properly in place
• Unit Price
• Click:
  
  • Shippable
  • Track Inventory
  • Sales Enabled
  • Cycle Counts

4. Fill in other useful fields as you see fit.

• The Short Description is displayed in most places. (Most stores will write to this field.)
• Reorder point: This is the inventory quantity that determines when you are notified of low inventory.

5. Then select “Save”. You are more than halfway there!

6. Next, scroll down and select the orange “plus” button next to “Pack”.

• Fill in the Pack Type with “Each” and set the Quantity to 1. 
  
• The Pack Type “Each” must be created for every item.
• If you know what the Case quantity will be, you may choose to create a Pack Key with that information

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Making an Item into a Kit or an Alias Manually in Deposco

A Kit or an Alias is a way to make a SKU stand for something else. When a SKU is linked to a Kit, it pulls other items together to form one Kit. When a SKU is linked to an alias, that SKU now stands for another SKU. To create either of these:

1. Locate your item SKU.

2. Click “Kit to Order” for Kits where you want to pull in different SKUs or for any Alias.

3. Click “Kit to stock” for any Kit that you want pre-kitted. Please alert Colleen over email if this is something that you are interested in.

4. Then go to the “Assembly” tab.

• Press the orange “plus” button.
• Select status as “New”.
• Select the component you want.
• Fill out the quantity.

1. Select “Handheld Menu”.

2. Select “Create an RMA”.

3. Enter the order number for which you are returning products.

4. Select “Return All” or “Partial Return”.

• “Return All” will return all items, all lines.
• “Partial Return” will prompt you to enter how many items will be returned.

5. Add a note if desired.

6. Select “Finish”.

7. To view RMA, go to “OrderHeader” > “View RMA” to check the status of a return.

1. Select “OrderHeader” from menu.

2. Click “New”.

3. Enter mandatory fields:

• Number: Purchase Order Number
• Type: Purchase Order
• Current Status: New
• Planned Arrival Date

4. Click “Save”.

5. Click the “Order Lines” tab.

6. Click the orange “plus” button.

7. Enter mandatory fields:

• Order Line Status → New
• Item →  Enter SKU or click the magnifying glass to search for item within the list
• Pack → Each 
• Order Pack Quantity → Number

8. Add all line items.

Initial Onboarding Shipment

1. Create an initial Purchase Order (PO) in Deposco.

•  PO # must be included in the shipment so our Receiving Team can identify your order.

2. Provide 5 Stones with a shipment manifest including the following:

• Title of item (short description)
• SKUs (sales platform/Deposco)
• Quantity in shipment

3. When possible, please only put one SKU per pallet.

• Mark partial cases “Partial”.
• Mixed SKU pallets mark as “Mixed Pallet”.

4. Label each carton with the following: 

• Title
• ISBN
• SKU 
• Quantity

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Ongoing Receiving Requirements

1. Ask the vendor to include a packing list/paperwork. If the paperwork is in a carton, label the carton “PSE” or “Packing List Enclosed”.

2. Enter the Purchase Order (PO) into Deposco.

3. Make sure your vendor includes the PO # in every shipment, preferably on the following:

• Packing List
• Invoice
• And/Or Shipping Label

(If you can't print it in the above locations, please write it out.)

4. Make sure your vendor labels the cartons as follows:

• Partial quantities labeled as “Partial”
• Mixed item cartons labeled as “Mixed”
• Scannable Barcode
• Title/Description
• PO #
• ISBN
• Weight
• Carton Quantity

5. Ask them to use standard case quantities for your items.

6. If pallets are being shipped:

• Standard Pallet size 40x48 inches
• No taller than 50 inches
• No heavier than 1500 lbs