Next | Order & Stock Management | KornitX Platform For Personalised

        

 Personalised Suppliers 

Using The Kornit X Platform 

Please note we are now known exclusively as Kornit X, a division of Kornit Digital – Custom Gateway was our name before our takeover. 

 

To access the platform please refer to the following link – CLICK HERE. A user will already have been created by the Kornit X team and these login details will be provided before accessing this document.   

 

Welcome to the Kornit X Platform

The following document has been written to aid Next Personalised Fulfillers with how to use the V3 Kornit X Platform.

The Kornit X system has recently been updated with a new user interface which is better known as version 3 (V3). An example of our home dashboard can be found below.  

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The following article contains an in-depth recording of all of the V3 benefits, please note a lot of the elements and features do not apply to Next Direct suppliers – Click Here 

Access to the KornitX Platform

To enable user access to the platform we'll need the following:

1. Name
2. Email Address 
   

We will then create a user for the platform and you will receive an email with your username details.  From this email you will need to set your password and enable MFA. 

Once set up on the platform you'll be able to log in at https://platform.kornitx.net/v3/

If you require any other users creating to the platform, please send the name and email address to  your Implementation Specialist and they will set these up.

Product Management

Product Onboarding 

This section of the platform is for managing Product Creation via the dedicated Product Onboarding system, allowing users to better manage their creation.  

To access Onboarding simply select Product Onboarding from the Catalog dropdown shown below. 

When accessing the Product Onboarding menu, users will be greeted with the Dashboard which is an interactive dashboard of active fulfiller jobs in the system. 

 

 

Fulfillers will only see job statistics relevant to them. Each status metric is clickable and will take you to a Job List view where each job can be accessed individually. 

Within the Dashboard, there are multiple different job statuses broken down below. 

1. Waiting to Start - New jobs have been added by Next and are ready to be allocated to a User. 

2. Allocated - The job has been allocated to a User and is ready for them to configure. 

3. In Progress - The job is currently being configured by the Supplier. 

4. Awaiting Supplier Approval - Supplier has submitted the job to Product Approvals ready for Kornit X to perform a technical review. 

5. Awaiting Retailer Approval - Kornit X has approved the job, allowing for Next to complete a final review. 

6. Ready For Publishing - The job has been approved and can now be put Live on the Next site. 

7. Live - The product can be put live on the Next website. 

 

Take the Dashboard as a quick view of all fulfiller products, the "Jobs" view is where most of the features of Product Onboarding can be set.  

 

The Job list view can be accessed by changing the default view from "Dashboard" over to "Jobs". The Job List view lists all fulfiller jobs by default. Each row will represent each individual job and its associated information. The Job List view also provides access to each individual Job Info Page via clicking on each individual line. Within Jobs there are multiple ways for users to search and filter the default view. Search tools are available to filter or find specific jobs based on Job ID, External ID and SKUs. Jobs can also be filtered by setting the required Status, Created From, Created To, Creator User and Creator Company. These have been shown below.  

The Job Info page contains the specific job information, split out into the following menus to manage jobs as shown below. - Info, Assets, History and Attributes. There are also additional Contextual Action buttons for Fulfillers to use to progress the Job Status and submit lines for approval. 

The info view provides a summary of the job information as specified by the fulfiller. This includes listing the Target Date, Supplier SKU, Retailer SKU, Name, Supplier, Creator Data and tick box options for users to enable when setting up products such as ticking when certain elements of the products have been done. The Assets view will offer the option to manually upload assets against jobs for their own reference purposes. The upload button can be found below. 

The History view will give users the full job status history including timestamps and feedback that may be passed through Product Approvals. 

The Attributes view will show viewers any attributes that need to be added to the products being created. 

There are additional buttons within the Job Info pages and these have been listed below.  

• Reallocate - Options to reallocate the user creating the product. 

• Copy Existing Product - Will copy existing setup of products, the screen will bring up a search box to find the product they wish to copy from. 

• Open Product - Direct access to the product setup found within Product Manager. 

 

Once a job has been allocated, users will get access to the following options - Start and Submit for Approval. When pressing "Start", products will be moved from the "Allocated" Status over to "In Progress". When Pressing "Submit For Approval" the product will be moved from the "In Progress" status to the "Awaiting Supplier Approval" 

 

We have detailed guides going through the creation of your products, please select the one that suits you below.  

• For No Preview products please Click Here 

• For Live Preview Products please Click Here 

Product Manager 

Once products have been set up with their personalised iframe (as outlined in the guides above), you can access all products and product options via Product Manager.

View Your Products

Here you can view your orders. To access this simply head to the Catalog module option on the left of your screen and select “Product Manager” as shown below.  

When accessing Product Manager, you will be greeted by the following menu which will be by default a list view of items connected to you as the Personalised Next supplier.  

Each row of your products will detail the following default information which is all you will need.  

• ID: Unique Catalog Product Number which will be generated by the system.  

• SKU: This will display the Next retail SKU as well as your own fulfiller SKU which is taken from the Next Pif sheet. 

• Name: Name of the Product 

• Product Type: System classification 

• Functionality Type: References the configuration / functionality 

• Fulfiller: Name of Fulfiller Company 

 

Filtering & Searching

You can filter your view further by using the main filters shown below -  

As well as the filters you can search via the name, SKU or ID in the following search box. 

There are also imports that can be used to mass amend product data such as the E commerce import detailed here – Click here to see how to use this import.  

More information on using Product Manager can be found within inline help, to access simply press the following button on the page.  

Order Management

Here can view your orders. To access this simply head to the Sales module option on the left of your screen and select “Order Manager” as shown below.   

View Your Orders

When accessing Order Manager, you will be greeted by the following menu which will detail a default listed view of orders that have come in for you. Orders will fall into the platform automatically and you will need to check the platform regularly.  

Each row of your orders will detail the following default information.

1. Quantity – The quantity level of the order will be displayed here with the relevant numerical value. 
   
2. SKU – The SKU of the product ordered will appear here, for orders you’ll be seeing these will use the fulfiller SKU. Please note for multi-line orders the main SKU will be taken from the first line item. 
   
3. Order Number – The system generated order ID numbers will be displayed here. 
   
4. Customer Name – The name of the customer which made the order. 
   
5. Sale Date – This will show the exact date and time that the order was made. 
   
6. Created Date – This will show the exact date and time that the order was created within the system. 
   
7. Order Status – The order status for each order can be found here. For any errors of which orders will be errored they will be highlighted in big red error boxes to make them obvious.  
   

 

Filtering & Searching

You can filter your view further by using the primary filters shown below such as filtering by Sales Channel, Fulfillers and Status.  

As well as the filters you can search via the order number ID in the following search box.  

Searching and filtering of the data can be managed within order manager and this includes filtering by the order status as shown below. 

On top of this there is an advanced search which is found by clicking the “see more” button and there will be more advanced options to search such as method, customer name and carrier. A few examples of this can be seen below.  

Order Consolidation

As standard, orders will be passed as individual order lines and the supplier can consolidate at the packing stage if desired. For example, if a customer orders 2 products from Next in 1 transaction, two individual orders will be passed to the supplier.

However, there are systemic solutions available - these should be discussed and agreed with the Next team directly.

Dispatch / Delivery Date

Please note that the dispatch date is the date that the customer is expecting the product to be delivered to them, therefore you should be dispatching before this date with enough time to include your delivery.

Download Your Orders

All new orders will have have an order status of 'Received'

To view ONLY these orders, you should filter to the 'Received' status.

Download Manually

Once you have identified your new orders, you can access your order information by clicking into each order. 

Product and Delivery information can be found on the initial 'Order Info' screen, or by clicking the blue 'Edit' button.

Production Personalisation can be found on the Despatch Note, or can be accessed by clicking the pencil Edit icon as shown below.

You should then select 'Personalisation' to view to personalisation entered by the customer.

If you need to edit the personalisation submitted by the customer, this can done via the 'Live Edit' Tab.

Download to CSV

Order Management can be controlled by the order CSV. 

Please Note! The CSV does not contain the Personalisation or the Despatch Note URL.  These are both required to be taken from the portal manually.

To download this simply head to Order Manager, filter by new orders (orders with a status of received) and select the download CSV button highlighted below. 

You should select 'Export and update status'.  This will generate a report containing all order information, and will update the order status to ‘Received by supplier'. 

Example Order Data

We have included an example CSV file which can be found here to see an example of how this will work for you.  

Download & Print Dispatch Notes

A branded A4 Dispatch Note must be included within each order. It contains information which is vital for the Customer Returns process.  The Dispatch Note is available to download and print from the platform.

An example Dispatch Note can be viewed here. 

To download and print your Dispatch Notes, you should select each order with the below buttons, then select the “Download” button and choose the “Dispatch Notes” option from the dropdown below.  

The above method works the same for downloading “Shipping Labels” from the dropdown. This can also be managed on the order level by editing the order, heading to the shipping section and going into Shipments as shown below. If a label is there you can download them.  

More information on using Order Manager can be found within inline help, to access simply press the following button on the page.

Acknowledge Your Orders

The Supplier is required to acknowledge receipt of the orders. This will confirm that the supplier is ready and happy to process the order.

To Acknowledge an order you'll need to download the dispatch note and update the status to "In Production"

With V3 you can bulk update Order Statuses.  To get into the Bulk Edit screen simply click the 3 dots as shown below.

With the Bulk Edit open you will see the option to change status. This will change the status of all selected orders. 

Please note!  If you have downloaded the order as a CSV, the status will update automatically to 'Received by Supplier' by way of acknowledgement.

Dispatch Your Orders

Once orders are ready for Dispatch, the supplier is required to update the order status to 'Dispatched' and to add tracking information to the order.

When using the Kornit X Portal, this can be done in 2 ways.

Dispatch Manually

Orders can be dispatched by selecting the relevant order(s) and selecting “Dispatched” from the Change Status dropdown menu. 

Updating an order to Dispatched will trigger onward communications to the customer to let them know their order is on its way to them.

Once an order status has been updated to "Dispatched" it cannot be changed to another status.

Once Dispatched, the orders should have their tracking information added. To add tracking information click into each order line select Edit > Shipping. Scroll down to the “Tracking” field.  

Add Tracking information and save. 

Dispatch via CSV Import

You can also update order status to 'Dispatched' and add tracking information via CSV import. 

CSV File Headers 

id

external_ref

shipping_method

shipping_carrier

shipping_tracking

status (where status = 8)

Example File Format

An Example file can be seen on this link - Click here

Plain Text Example:

id,external_ref,shipping_method,shipping_carrier,shipping_tracking,status

123,234,3 Days,OwnCarrier,AB123456GB,8

Table Format Example:

id	external_ref	shipping_method	shipping_carrier	shipping_tracking	status
123	234	3 Days	OwnCarrier	AB123456GB	8

Once the file has been updated simply save the CSV using UTF-8 and quoting all text cells and the file can then be imported back into the system and the bulk changes will be made. 

Cancelling Orders

If an order cannot be produced / dispatched, you must do the following:

• Inform Next Customer Services team

• Edit order and add ‘Comments’ to detail why order cannot be fulfilled

• Change order status to ‘Cancelled’ in the platform.

Cancel Manually

Orders can be cancelled by selecting the relevant order(s) and selecting “Cancelled” from the Change Status dropdown menu. 

Cancel via CSV Import

You can also update order status to 'Cancelled' via CSV import. 

CSV File Headers 

id

external_ref

shipping_method

shipping_carrier

shipping_tracking

status (where status = 128)

Example File Format

An Example file can be seen on this link - Click here

Plain Text Example:

id,external_ref,shipping_method,shipping_carrier,shipping_tracking,status

123,234,3 Days,OwnCarrier,,128

Table Format Example:

id	external_ref	shipping_method	shipping_carrier	shipping_tracking	status
37307019	20995501800	3 Days	OwnCarrier		128

Once the file has been updated simply save the CSV using UTF-8 and quoting all text cells and the file can then be imported back into the system and the bulk changes will be made. 

Inventory Management

Kornit X offers the Inventory module as a way for stock to properly be managed for fulfillers. 

Stock values can be provided based on either a ring-fenced or shared stock pool. Where the stock is ring-fenced, the frequency with which the data is provided is less critical.  However, if stock is part of a shared stock pool, stock updates are required frequently, based on stock position changes, in order to mitigate issues with fulfilment.

The stock balance loaded into Kornit X will be automatically fed into Next. This can be updated once a day, every hour or once a week. This can be set and agreed between the Next team and yourselves.

A stock quantity of 0 should be sent if the Brand would like to remove an item from the Next website. A stock update of zero will update the item to show “Currently unavailable” on the Next website, then after 20 minutes the item will be automatically removed from the search feed, unavailable for customers to purchase.

To access 'Inventory', simply head to the Production module option on the left of your screen and select “Inventory” as shown below.   

The system will list each individual stock product, showing a products SKU, Barcode, Name, Fulfiller and Quantity. 

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Update Stock Values

Stock levels can be manually updated via the Inventory section of the platform. 

Allocate Stock Manually

In order to change the stock on an item, users simply need to change the current value and click the "Save" button which will amend the current inventory number.

If stock needs to be amended on multiple lines with a matching SKU users can search the product and change the stock on all before clicking "save". 

Allocate Stock via CSV Import

Alternatively, Kornit X offers an import & export solution to mass check stock and offer the ability to amend the stock via an import.

To run an export simply click the following export button, and the stock will generate into a CSV file. 

To run an import simply save the file as a text CSV and click the following import button

CSV Import Format Requirements

If using Excel, the file must be saved as a .CSV.

If using OpenOffice or equivalent, save as .CSV and be sure to:

1. Enable 'Edit the Filter Settings'
2. Keep Current Format
3. Change the character set to UNICODE (UTF-8)
   
4. The saving delimeter needs to be ","
   
5. Enable 'Quote all text cells'
   

The file can then be imported.

More information on using Inventory can be found within inline help, to access simply press the following button on the page.  

Filtering & Searching

You can filter your view further by using the primary filters shown below such as filtering by Fulfillers and Product Categories.  

As well as the filters you can search via the Name, Barcode and SKU in the following search box.  

Reports

Here you can generate reports to detail your sales. To access these areas simply head to “Reports > Reports” as shown below. 

When loaded into Reports you will see the selectable options. The main option available is Order Details which will include details of each order in Order Manager.  Information such as the internal and external order refs, the customers billing and shipping addresses, shipping methods and sale/creation/dispatch timestamps.  

Once the Type has been selected you can specify the Time Period either by choosing from our pre-set times or creating a custom time period to pull data between. These options include the last rolling day, week or month. 

With a Type and Time Period now set you can then set options if needed and finally choosing from your Sale Channel company which can then be exported into a report by clicking the “Generate Report” button highlighted below.

More information on using Reports can be found within inline help, to access simply press the following button on the page.  

Supply Chain Dashboard (SLA) 

Here the order status for orders outside of the agreed SLA can be viewed. To access this simply head to “Reports > Supply Chain Dashboard” as shown below.  

 

 

When loaded, you will see your supplier name as well as fields for “Problem orders”, “Not Sent”, “Not Acknowledged”, “Outside SLA” and “Stock Updated”. An example of how this can appear is seen here.  

 

 

A breakdown behind the meaning of these fields has been detailed. 

1. Problem Orders – This means an order has been on 'QC Query' for more than 24h 
   
2. Not Sent - The drop-ship must have a supplier integration set up and the order has not been sent after over after 2h 
   
3. Not Acknowledged - The drop-ship must have a supplier integration set up and the order status will be stick on stuck on 'Sent to Supplier' not 'Received by Supplier' 
   
4. Outside SLA - 24 hours past required dispatch date  
   
5. Stock Updated - Stock has been updated in the last 24h 
   

 

The platform is set to send breach emails to your default email address set on your company. The Platform checks for breaches every 3 hours, it will keep sending emails until the breaches are resolved however the same email won't be sent twice in the same 6-hour window. 

By default, the view will be set to the “Alpha” which will display companies in numerical orders. You can however filter this view by selecting one of the following from the dropdown - “Most Problem Orders Descending”, “Most Not Set Orders Descending”, “Most Not Acknowledged Descending”, “Most Outside SLA Descending” or “Problem Stock Feed At Top”. 

 

More information on using the Orders SLA can be found within inline help, to access simply press the following button on the page.  

 

Still Need Help? 

You can access raise a ticket with our technical support teams using the buttons below. 

Raise a support ticket 

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