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Item Master Guide & Template

Creating your items into the Ruby Has Warehouse Management System (WMS) is a requirement before we can receive any items into our facilities. 

You may Download the Item Master Template here:

  • Click here  to download template in .CSV format.
  • Click here  to download template in .XLSX format.

Steps to Take:

  1. Properly fill out an Item Master Template.
    • Please make sure you fill out the master template thoroughly and double check the data to avoid errors and delays.
    • Do not add or delete columns from the template.
  2. Send the file to the RH Support Team so we can upload it to our system.
    • Click the dialogue icon on the lower right hand corner of this page and attach the file.

Tips in Filling Out the Template

  • Copy and pasting can sometimes lead to hidden characters and spaces. Hidden characters and spaces need to be removed.
  • Any special character will cause an error – ex. , : ; ' " ` ~ á è í ó ú ü ñ.
  • Watch out for duplicates on the SKU and UPC columns. 


Item Master Columns Reference

Company
  • *Required.
  • Business Unit / Code used to identify that this order is to be created under your account.
  • Does not include spaces. Should be the exact match of your BU.
  • This should be given to you on your first template guide during On Boarding session.
SKU
  • *Required.
  • SKU must be 4-14 characters long. Can be alphanumeric.
  • If SKU starts with 0 Excel file must be saved as text when sending to RH Support. May only contain a dash ‘-‘ as a special character.
  • SKU can be based off product or a sequence of numbers. 
  • This will also identified as the "Item Number" in the WMS.
Description
  • *Required.
  • A description of the SKU is needed for inventory, fulfillment teams, invoice, customs, returns, and claims. Ex. Size Color Model.
  • Character limit = 100
Description2
  • A description of the SKU is needed for inventory, fulfillment teams, invoice, customs, returns, and claims. Ex. Size Color Model.
  • Character limit = 100
Reorder Point
  • A value of inventory level that will send an e-mail notification when stock reaches this threshold.
  • Must be set-up by team.
CycleCount 
  • Cycle Count is typically listed at 30 days. If there is no activity on this SKU when stock reaches this quantity level, a cycle count will be triggered for our inventory team.
Reorder Quantity
  • A value of item quantity to be ordered when item re-order point is reached. Sent in e-mail notification along with Reorder Point.
  • Must be set-up by team.
InventoryMethod
  • *Required.
  • The Method in which inventory is picked and shipped. 
  • Accepted Values:
    • FIFO - First in First Out
    • LIFO - Last in First Out
Cost
  • Price of the item. 
  • Necessary for claims, invoices, and customs.
UPC
  • *Required if the barcode on the products are UPCs.

    UPC not required if the UPC is being used as the SKU.
    e.g. scenario 1
    SKU = sample1
    UPC = 9*********0 (required)
    e.g. scenario 2
    SKU = 9*********0 (using UPC as the SKU)
    UPC = blank (field not required)

  • UPC code must 4-14 characters long.
  • Each UPC code must be unique to each item and can only be used in relation to one item.
  • UPC in the system must match the UPC barcoded on the item.
  • If UPC starts with 0 Excel file must be saved as text when sending to support.
Track Lot Number
  • Listed as TRUE or FALSE.
  • You have the ability to set up tracking of the Lot # of inventory received.
  • This must be discussed with our Sales team and set up with our Support team.
Track Serial Number
  • Listed as TRUE or FALSE.
  • You have the ability to set up tracking of the Serial # of inventory received.
  • This must be discussed with our Sales team and set up with our Support team.
Track Expiration Date
  • Listed as TRUE or FALSE.
  • You have the ability to set up tracking of the expiration date listed on inventory received. 
  • Set up for items that expire.
  • This must be discussed with our Sales team and set up with our Support team.
Primary Unit of Measure
  • *Required.
  • Accepted Values
    • Each
    • Case
  • Units are being picked and packed as an Each (single units) or Case (carton of units).
Packing UoM QTY
  • *Required.
  • Quantity that is being picked.
  • *Please note if SKU is set up for a Case pick, it will be listed as 1 Case, not the quantity that is inside of the case.
Length
  • *Required.
  • Necessary for all SKUs created. Needed for packers, inventory, support, and carriers.
  • Length of product when packed.
  • Must be in inches.
Width
  • *Required.
  • Necessary for all SKUs created. Needed for packers, inventory, support, and carriers.
  • Width of product when packed.
  • Must be in inches.
Height
  • *Required.
  • Necessary for all SKUs created. Needed for packers, inventory, support, and carriers.
  • Height of product when packed.
  • Must be in inches.
Weight 
  • *Required.
  • Necessary for all SKUs created. Needed for packers, inventory, support, and carriers.
  • Weight of product when packed, complete with case or box (for sunglasses and watches for example.)
  • Weight must be converted to lbs.
Customs Description
  • *Required.
  • A description of the SKU that is synced over to carriers and is needed for returns, claims, customs, and invoices. Ex. Material, Product Type, Size Color Model
  • If this is not provided, shipping will be delayed.
Customs Value
  • *Required.
  • This is the declared value of the item that will be shared with customs for duties and tax purposes. 
  • Value is needed for an international order to ship. If this field is blank, shipping will be delayed.
Country of Origin
  • *Required.
  • Country where item was manufactured.
  • 2 letter country code. Both letters should be capitalized. (Ex. US, GB, AE, etc.)
  • Necessary for items that ship internationally. If this field is blank, shipping will be delayed.
Harmonization Code
  • Include Tariff code, is optional but would allow customs to correctly classify the item and determine cost of duties and tax.
Product Category
  • Category of product. 
  • Not necessary for import. 
  • Used internally for Ruby Has.
Custom Attribute 1
  • Available in case there are any special data about the item that you would like us to have.
Custom Attribute 2
  • Available in case there are any special data about the item that you would like us to have.
Custom Attribute 3
  • Available in case there are any special data about the item that you would like us to have.
Inner Count
  • *Required if applicable, verify in SOW.
  • Number format.
  • The quantity of eaches in an inner pack.
  • If there is an additional pack within a master carton, it is referred to as the Inner pack.
Case Count
  • *Required if applicable, verify in SOW.
  • Number format.
  • The quantity of eaches in a master carton.
Pallet Count
  • *Required if applicable, verify in SOW.
  • Number format.
  • The quantity of eaches in a full pallet 40" x 48" x 60".

Frequently Encountered Errors

UPC code is assigned to ____ cannot be assigned to ____ 
  • Meaning the UPC code is in use with another item. 
  • UPC’s cannot be duplicated for different items.
  • Each item needs a unique UPC.
Found __ Columns, Expected __
  • Number of columns could have been altered .
  • Do not delete or add columns.
  • Special text could throw off the template, do not include special characters or commas.
  • There could be hidden text in the Excel file. Delete all blank columns.
Null pointer In Method Invocation
  • Business Unit does not match what we have in the system.

No Message At All
  • Column was not filled out.
  • SKU’s are listed twice on the list.


You can also watch this video for a step-by-step demo.

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