Introduction and Objectives
Created on: 1 July 2025
Welcome to the Product Setup Documentation for V J Trading. This guide is for all staff involved in product entry, catalog management, and ecommerce operations.
It establishes a standardized process for creating products in Odoo and syncing them to Shopify via our integration app. Consistency ensures data accuracy, efficiency, and a better customer experience.
With more sales channels and products, this documentation helps reduce errors and speeds up onboarding.
Glossary
To assist everyone, here are definitions of key terms used throughout this guide:
- SKU (Stock Keeping Unit): Internal product code for tracking inventory and sales.
- UoM (Unit of Measure): The unit in which product quantities are measured (e.g., Units, Cartons).
- PNG: Portable Network Graphics, an image file format known for lossless compression and transparency.
- ERP (Enterprise Resource Planning): Software like Odoo used to manage business operations.
- API (Application Programming Interface): Technology that allows different software to communicate, like syncing Odoo and Shopify.
Product Creation and Setup in Odoo
Created on: 1 July 2025
Step 1: Starting a Product Entry
Navigate to Inventory → Products in Odoo. Create a new product by clicking “New” or duplicate a similar product using “Duplicate.” Duplication helps maintain consistency and reduces errors.
Step 2: Completing the General Information Tab
- Product Name: Use the format: Brand + Product Name + Size + Pack. This keeps product names consistent across systems.
- Product Type: Choose “Storable Product” to enable stock tracking. Avoid “Consumable” or “Service” unless appropriate.
- Internal Category: Select from the approved dropdown. Used by Odoo and Finance for reporting. Don’t create new categories without approval.
- Tags: Use only existing tags. Tags help Shopify collections and searches work correctly.
-
Sales Tab - Ecommerce Category: Select the Ecommerce Category that controls Shopify website display. Always pick from the dropdown or verify categories in Shopify admin first.
Note: Ecommerce Category affects website display only; Internal Category is for internal reporting. - Internal Reference (SKU): Enter the unique internal SKU code here. It is different from the supplier barcode.
- Barcode: Enter the supplier barcode used for scanning and logistics.
- Unit of Measure (UoM): Choose units like “Units” or “CTN” matching your packaging and purchase orders.
- Sales Price: Enter wholesale price excluding GST for correct tax calculations.
- Cost Price: Leave blank; auto-populated from Purchase Orders.
Mars Medium Bar Chocolate 47G 1X25
Cadbury Dairy Milk Share Bar 75G 1X36
Red Bull Energy Drink 250ml 1X24
SKU Walkthrough: Step-by-Step Example
This example guides you through creating a product with SKU “MARS-CHOC-47G-1X25”:
- Go to Inventory → Products → New.
- Enter Product Name: Mars Medium Bar Chocolate 47G 1X25.
- Select Product Type: Storable Product.
- Choose Internal Category: Select “Confectionery” from dropdown.
- Assign Tags: Select existing tags like “Chocolate”, “Snack”.
- In Sales Tab, set Ecommerce Category: Pick “Snacks & Confectionery” (verify in Shopify admin first).
- Enter Internal Reference (SKU): MARS-CHOC-47G-1X25.
- Enter Barcode: 1234567890123 (supplier barcode).
- Set Unit of Measure: Units.
- Enter Sales Price: $15.00 (wholesale, excl. GST).
- Leave Cost Price blank.
- Upload product images (see Image Standards tab).
- Save product.
Following these steps ensures consistency and smooth sync to Shopify.
Odoo Product Setup Screenshots
Use the screenshots below as a visual guide to help you navigate and complete product creation in Odoo:
Here you can see the product list. Click "New" to create a product.
Select an existing product and click "Duplicate" to create a similar product quickly.
Enter product name, type, category, SKU, barcode, and pricing as explained.
Enter Ecommerce Category and make sure POS Available checkbox is ticked as explained.
Image Standards and Upload Guidelines
Created on: 1 July 2025
Image Preparation
Follow these mandatory steps for product images:
- Use Image Resizer to resize.
- Resize exactly to 500x500 pixels.
- Ensure fully white background without shadows or reflections.
- Save images in PNG format only.
Image Quality Checks
- Images must be sharp and free from compression artifacts.
- No watermarks, logos, or text overlays.
- Product only; no lifestyle or cluttered backgrounds.
Uploading Images
Upload images in Odoo product’s “Images” tab. Verify correct sync with Shopify.
Shopify Final Review and Sync Validation
Created on: 1 July 2025
Sync Timing and Verification
Product data syncs automatically after saving in Odoo. Metadata updates quickly; inventory and pricing sync every 30 minutes. Allow one hour before final verification.
Shopify Product Setup Screenshots
Refer to the screenshots below to verify product setup in Shopify:
View all products in Shopify admin. Click on a product to review details.
Check product title, category, tags, sales channels, images, and status here.
Check product title, category, tags, sales channels, images, and status here.
Shopify Product Checklist
| Task | Details | Completed |
|---|---|---|
| Title | Matches Odoo product name exactly. | |
| Product Type | Matches Ecommerce Category selected in Odoo. | |
| Vendor | Reflects accurate brand name. | |
| Tags | Identical to those assigned in Odoo. | |
| Category | Selected under Description Panel. Must not be blank. | |
| Sales Channels | All relevant sales channels enabled. | |
| Images | Clear 500x500 PNG images with white background. | |
| Status | Product is set to “Active.” |
Troubleshooting Sync Issues
If sync problems occur, log the issue by emailing pratham@worthy.nz with:
- Product SKU and name
- Description of the issue
- Steps to reproduce
- Screenshots if available
This helps the Digital Commerce team respond efficiently.
Inventory Management Best Practices
Created on: 1 July 2025
Maintaining Accurate Stock Levels
- Update stock quantities in Odoo regularly.
- Monitor low stock alerts and reorder promptly.
- Perform monthly physical stock reconciliations.
Inventory Sync with Shopify
Inventory updates sync every 30 minutes. Avoid manual edits in Shopify to prevent conflicts.
Handling Variants
Use Odoo’s variant functionality for products with multiple options to maintain clarity and control.
Ongoing Compliance, Reviews, and Support
Created on: 1 July 2025
Monthly Spot-Checks and Summaries
The Digital Commerce Team performs monthly spot-checks, followed by a brief 3-line summary posted in the team Slack channel to keep everyone aligned.
Fixing Mistakes
If issues arise, coaching and guidance will be provided to ensure continuous improvement and data accuracy.
Support Contacts
- Tag or Category Issues: pratham@worthy.nz
- Sync or Display Problems: pratham@worthy.nz
- Inventory or Pricing Errors: Operations / Purchasing team at V J Trading
Frequently Asked Questions (FAQ)
Created on: 1 July 2025
Can I create my own tags or categories?
No. Use only approved tags and categories to prevent sync and reporting errors. Submit requests to the Digital Team.
Why must images be exactly 500x500 pixels?
Uniform image sizes ensure consistent display and better responsiveness.
Why only PNG format?
PNG provides lossless compression and supports transparency for high-quality images.
What happens if sales channels aren’t enabled?
Products won’t show on the website, causing missed sales.
How often do products sync?
Metadata syncs quickly; inventory and pricing update every 30 minutes. Allow time before verifying.
Who audits the product setup process?
The Digital Commerce Team conducts monthly audits to maintain compliance.