Documentation
Signing up & signing in
Registering as a new company
From the homepage click the 'Signup' link at the right side of the menu. Enter your details and tick 'Create company account'.
Enter your company name along with the name of the season you're currently working on. All this can be edited later.
Choose your default currency. This should be the currency of where you're based or that most of your business is conducted in.
Finally, choose the price plan you want. Keep in mind that you can change the price plan at any time.
Registering as a new user
New users should be added by the owner of a company account, or another user with full access privileges.
When logged into WoaH, click Users in the right hand sidebar. From there, click the Add a user button in the top right hand side. At the next screen enter the email address of the user you wish to add and click Add user. The new user will then be emailed with their new login details.
Once this is done, remember to set the user's access permissions. See 'Giving users access to your company' below.
How to log in
Go to http://www.worldonahanger.com/login and fill in your email address and WoaH password.
If you are on your own computer and wish to stay logged in tick the 'Remember me on this computer' box. Be aware that doing this on a computer that more people have access to can be a security hazard.
The dashboard
The dashboard explained
At the top of the dashboard you will see your company name, the season you're currently working on, your company logo along with key figures about your current season.
Under the heading 'Recent activity this season' you have an easy overview of who does what in your company. Each time a user takes an action it is displayed along with its time and date on the dashboard.
The numbers on the dashboard
Sales is the value of confirmed customer orders you have entered for the current season. This gives you a quick estimate of your revenue for the season.
Above sales is a status bar showing you how many pieces have been ordered by customers, along with how many have already been manufactured. The status bar gradually fills up as the pieces are produced.
How different users see the dashboard
Users will only see news items on the dashboard related to areas they have access to (see Users section for more detail on role based access controls).
Seasons
How seasons work
Each season represents one production cycle. Within a season you enter the products, orders, production orders and purchase orders needed for that cycle. All reports and summaries are season specific.
Meanwhile, currencies, sizing systems, materials, suppliers, manufacturers and customers are accessible from any season.
Setting up season dates
Click Seasons in the right hand sidebar. This shows you a list of all your seasons. Click 'Edit' at the right of the list for the season you want to change. Enter the new season dates and click 'Save'.
Setting season dates is useful for planning ahead, but you can change them at any time.
Creating a new season
Click Seasons in the sidebar. Click the 'New season' button in the top right corner of the screen.
Deleting a season
Click Seasons in the sidebar. Click the delete link at the right end of the season entry. Note that you are not able to delete seasons once you have added products to it. All data pertaining to a certain season is isolated within that season. Thus, if you want to abandon a season you can simply ignore it.
Switching between seasons
When you have more than one season entered there will be a 'switch' link under the season name at the top of the right sidebar. Click 'switch' and then select the season you want to switch to from the drop-down menu.
Products
Creating a new product
Click on Products in the sidebar. Click the orange 'New product' button in the top right hand side of the products list. Enter the following details:
Click 'Choose file' to upload a flat drawing. Flat drawings can be uploaded in the most commonly used image formats (jpg, gif, png). For best results flat drawings should be the same height and width, but the system will do its best to make them fit elegantly into line-sheets and other paperwork.
Creating product variations
When creating a new product that will have variations in colour, fabric, price or other factors, simply tick the 'Product has variations in colour / fabric' check box when creating the product (see screenshot above). This will allow you to create multiple product codes while sharing key characteristics.
Here, you also have the option of specifying a manufacturer for the product. If you know which supplier you will be getting the product from (either by Cut Make Trim or as a Finished Good), you can select that supplier from the drop down menu. Later you can edit this or add more manufacturers if you get multiple quotes.
If you want to add variations to a product initially created without variations, you can do that by clicking the 'Treat as a multiple variation product' link near the top of the Edit Product page. This will add a single variation to the product and you can then continue to add further variations, giving each a unique variation identifier.
Editing a product
Click 'Products' in the sidebar. Then click the product name or 'edit' in the products list. Here's an overview of what some of the boxes mean.
- Tariff code: the relevant tariff code to print on invoices
- MID code: if you export to the USA, it is your responsibility to provide a valid MID code
- Intrastat code: customs registration code needed for trade within the EU
- Fabric: this is the fabric content of your products. This will be displayed on line sheets.
- Colour: this is the colour name of the product. This will be displayed on line sheets.
- Fabric swatch: you can either upload a fabric swatch, or select a colour from the colour picker
- Manufacturer: the name of the manufacturers you use for the product. Allows you to set manufacturing costs in different currencies. If you deal with multiple manufacturers for the same product (eg. if you collect quotes from many manufacturers) you can add as many as you need to.
Importing products (from a spreadsheet)
You can upload product in spreadsheet form from the products page. Click on the "Upload products" at the top of the page and you'll be presented with a file upload form as well as instructions on how your spreadsheet should be structured. You should download the example/template spreadsheet mentioned on that page and customize it with your own data.
The spreadsheet can later be updated and reimported and WoaH will update your existing products as long as product and variation identifiers match.
Care labels explained
When editing a product you can select what icons should be displayed on that product's care labels. Simply click the 'Edit care labels' link and choose.
Costings and pricing explained
Costings and pricing are done under the 'Fabrics', 'Trimmings' and 'Costs' sections of product editing.
Fabrics and trimmings - this is where you enter the fabrics and trimmings used for each piece. You can enter shared quantities for materials that are used for every variation. If you use different materials for different variations you can edits these under the separate variations.
Wastage explained
The additional amount of material required to produce one unit of the product. This is to allow for material wasted during the manufacturing process. The 'Material requirements' report and the calculations that appear when you create a Purchase order include the extra material required due to wastage.
Importing material requirements (from a spreadsheet)
You can upload and import material requirements for your products in Excel form by clicking "Import Material Requirements" at the top of the products page. On that page you will find a example Excel template to download and customize with your own data.
You will need to enter any supplier and material details (see Materials Suppliers) before uploading your actual material quantity requirements.
Setting the manufacturing cost
Choose a manufacturer and set the manufacturing cost of the product. You can set the cost in the currency associated with the manufacturer. This helps you calculate profit margins and is also useful for generating manufacturing orders and for costings.
Creating and printing line sheets
Click 'Products' in the sidebar. For each product you want to include in the line sheet, tick the box on the far left side of the list. Alternatively, click 'Select All' under the search box at the top of the page. Once you have selected the products you want to include on your line sheet click the 'Print line sheet' link at the top of the page. This will generate a PDF file for you to open and print or save.
Deleting products
To delete a product go to products overview. At the right hand side of each product entry there is a 'delete' link. Click that to delete a product.
Note that if a product has been added to a Sales order, you will not be able to delete it. This is to avoid causing problems with the stock management system.
Materials
Materials explained
Materials are used in costings and to calculate quantities needed for production. By entering a material's details it's possible to accurately calculate the material cost of any product.
Searching in materials
First, click 'Materials' in the sidebar. This shows you a list of all your materials across seasons. You can filter materials by supplier using the drop-down menu at the top of the screen. Alternatively, you can enter all or part of the material name in the search box. The materials list is filtered as soon as you begin typing, without the need to press a search button. In this way you only need to enter part of a name or product code for it to show up.
Adding a new material
Click 'Materials' in the sidebar. Click the 'New material' button in the top right hand corner.
There are two basic types of materials you can enter - either fabrics or trims. Each has different characteristics associated with it. Both fabric and trims share characteristics, which are
- Name: This is whatever name you wish to give to the material that will help you know what it is
- Supplier ref: This is your supplier's reference, this is useful for placing Purchase orders
- Price per unit: This is the price you pay for the material in the unit that you get from the supplier (eg. metres, pieces, grams)
- Colour name: Makes it easier to differentiate between the same materials that come in different colours
- Colour code: If your supplier specifies colour codes, this is the place to enter them
- Notes: use this field to enter any notes you have about the material; this is useful for sharing information with your team or for remembering things such as minimum quantities and lead times from the supplier
Fabrics also have some unique characteristics beyond those shared with trims. These are:
- Fabric width: This is the width of the fabric
- Weight per metre: This is the weight of each metre of fabric in grams
To speed up entering similar materials or trims, there is a Duplicate material button in the top right hand corner. This is useful for entering large numbers of similar materials (eg. those that share the same general characteristics but come in different colours).
Deleting materials
To delete a material click 'Materials' in the sidebar. Click the 'Delete' link at the far right hand side of the list.
Note that you can not delete a material that has been allocated to a product or a purchase order. This is to avoid problems with reporting and production calculations.
Customers
Each sales order is linked to a certain customer. Customer information is included on your Sales orders and related paperwork. Customer information to fill in includes contact details, default payment and shipping terms, VAT level and the like. You can only delete customer records that have no associated sales orders. You can edit customer details at any time.
Adding a new customer
Click 'Customers' in the sidebar. Then click the 'New customer' button at the top right of the screen. This will take you to the Edit customer view where you can enter all the relevant information used in generating invoices, delivery notes and credit notes for that customer.
Getting an overview of customers
Clicking 'Customers' in the sidebar will take you to a list view of all your customers. From here you can view or edit the customers. Moreover you can see an overview of all orders placed by that customer by clicking on the number in the Orders column.
Changing customer details for an existing order
You can change customer details for sales orders in a two step process. First, go to 'Customers' in the sidebar, locate the customer, click 'Edit' and make the required changes. You will notice that this does not automatically update the details on existing, confirmed sales orders. You can 'sync' the details to the sales order by clicking the 'Update from customer' links that appear on the relevant sales order page.
Orders
Entering a new order
Click 'Orders' in the sidebar. Click the 'New order' button at the top right side of the screen. Select the Customer for the order and the currency you will be paid in. You can change the currency later, but the customer can not be changed once the order is created. If you are using the Sales group feature and have more than one sales group, you may be able to specify which group the order is associated with depending on your user privileges.
Sales order lifecycle
Each sales order passes through several states from the inital state 'TENTATIVE' to a final 'COMPLETE' or 'CANCELLED' state. You can make changes to an order (remove or add products, change prices etc) and also permanently delete an order while it is in the TENTATIVE and CONFIRMED states. After marking the order as 'PROFORMA SENT' the contents of the order locks and cannot be changed.
Below are explanations of the various stages of Sales orders with explanations. Invoicing and shipping work independently of each other, allowing you greater flexibility of when you receive payment and when you wish to ship products.
- Tentative: At this point nothing is yet fixed. You may add or remove products, change the currency and the sales group. While you are working with the order you can create a PDF Quote, either to download or email directly to your customer. Once the order is confirmed, you can mark it as Confirmed.
- Confirmed: You can now begin creating invoices, send out an Order confirmation or print out address labels. You can also print Swing tags for the order. The order is not yet locked, however, and you can still add or remove products, change the currency and the sales group. Once you are ready to begin shipping the order, you can move to the next stage 'Lock and await stock'
- Processing: Once you have locked an order and are awaiting stock to ship you can no longer add or remove items, change the currency or change the sales group. The system will either allocate stock automatically, based on what is available (See Pick & pack), or you can 'Force shipment' to enter quantities manually.
- Delivered: Once the products have been shipped to your customer you can mark the order as being Delivered. Be careful because at this point any unshipped stock allocated to this order will be allocated to other orders. So make sure everything has been marked shipped. Also, you will no longer be able to create new shipments once an order has been marked Delivered.
Adding items to an order
Select the relevant product/variation from the drop-down menu. Fill out the quantities you want to add of each size. If you want to give a discount, enter the percentage in the discount box; this will be deducted in the order total. Then click 'Add product'.
How prices are applied to sales orders
When you add an item to an order, the price is copied from the product to the order. That is to say that changes made to product pricing will never effect pricing in existing sales orders, whatever state they are in. You can, however, update orders in the TENTATIVE and CONFIRMED states when pricing changes occur. Just click the "Use new price" links that appear on the sales order when prices have changed:
Giving access to sales agents
First, you need to give them access to your company's account (see Give users access to your company). By logging in and following the steps described above they will be able to enter their own orders. Just make sure that you restrict their access to their own Sales group and that you have restricted access to the sections you want them to see.
Generate a PDF Quote or an Order confirmation
As soon as you have added some products to your Tentative order, you can generate a Quote to send your customers. Once it has been confirmed, you can change the order status to Confirmed.
Once your order's status has been changed to Confirmed you will have the option to download or email and Order confirmation for your own records and to send to your customer.
Click 'download' under 'Confirmation' to download a PDF confirmation, or click 'email' to email it directly to your customer or a colleague.
Invoicing explained
Each customer order can be associated with multiple invoices. This is to allow for invoicing an order in many parts. This is especially useful for taking deposits or up-front payments before the full balance of the order is due.
To raise an invoice, click Create on the invoice section of the Sales order. This can be done from when the order has been marked confirmed onwards.
This will send you to a view that allows you to set the invoice details. In the below example we are invoicing for part of an order (£20,000 of the total).
Once you create the new invoice you are sent to a screen showing the invoice details. You can edit it until it has been sent. This is useful if you want to create invoices but have a colleague look over and verify them before they are sent out. To generate the invoice, look at the invoice editing screen and click Download to download a PDF or Email to email it directly from the system. When you send an invoice, mark it Sent. This will change its state to Awaiting payment.
When you have received payment, simply go back to the relevant order - click the Details link next to the invoice - enter the payment amount received and click Save.
Shipments through Pick & pack
As with invoices, World on a Hanger supports multiple deliveries for each order. This makes it easy for you to split orders into multiple shipments if neccessary.
Shipping functions become available once your order has been locked and is awaiting stock (the Processing state). When an order is marked as processing the Shipments box will appear, allowing you to begin creating new shipments.
There are two ways to create shipments. One is through Pick & pack. Once an order is Processing, and the stock is available in a Warehouse marked as a shipment point (which your main warehouse will be by default) the items that are ready to ship will appear if you click on Pick & pack in the right sidebar.
To start shipping simply click on the New shipment link from the Pick & pack overview. This will take you to a screen that lets you select exactly how many of each style and size you wish to ship. The suggested quantities reflect how much has been ordered and how much is available in stock.
Once the shipment has been created it will appear in the Shipments box of your order. Under the shipment you have various options such as creating an invoice for the value of the shipment, deleting the shipment (effectively canceling the shipment and releasing the stock items back into the warehouse), generating PDF delivery notes and customs declarations. You can create any number of shipments for each order.
Forcing shipments
Forcing shipments lets you bypass the automatic stock allocation that the Pick & Pack functions offer. On multi-warehouse enabled WoaH accounts, you'll need to choose the warehouse from which you want to force a shipment. The warehouse drop-down shows the number of pieces currently allocated to the order from that particular warehouse. When you click "Force shipment", the system tries to reallocate available stock from that warehouse to the order before taking you to the "new shipment" page. You are then free to optionally reduce quantities before creating the shipment (and delivery note).
Creating a credit note
Once an order has been confirmed and the deposit has been received you're able to create a Credit Note for that order. Click the 'New credit note' button in the Payment section of the order editing screen. You'll get an overview of the order. Fill out how many of each item you want to credit your customer with and click 'Create credit note'. You can then download a Credit Note PDF or email it straight to your customer.
Generate a spreadsheet of your orders
Click 'Orders' in the sidebar. When you see a list of orders, simply click the 'Export: Spreadsheet' link at the top of the page. This allows you to download or open a .csv spreadsheet file showing your orders and key details.
Suppliers
Suppliers explained
Under suppliers you should enter all those contacts that supply you with materials, fabrics and trims. You can associate your materials with a given supplier. Doing this helps you generate your Purchase orders.
See a list of suppliers
Click 'Suppliers' in the sidebar. This lists all the suppliers you have entered. By clicking on the links in the Materials column, you will get an overview of the materials that are associated with each of your suppliers.
Adding a new supplier
Click 'Suppliers' in the sidebar. Click the 'New Supplier' button at the top right hand of the screen.
Purchase orders
Creating a new purchase order
A purchase order is an order for materials (fabric or trimmings). Click 'Purchase orders' in the sidebar. Click the 'New purchase order' button in the top right hand corner of the screen.
Based on the customer orders you have entered, we suggest how much you should order of each material in order to fulfill your orders. These quantities can be modified.
Generating a purchase order PDF
Once you've added materials to a purchase order, click the 'download' or the 'email' link under 'Print purchase order'. This allows you to download or email the purchase order PDF directly from WoaH.
Manufacturers
See a list of manufacturers
Click 'Manufacturers' in the sidebar. This will list all the manufacturers you have entered.
Adding a new manufacturer
Click 'Manufacturers' in the sidebar. Click the 'New Manufacturer' button at the top right hand of the screen.
Production Orders
See an overview of production orders
Click 'Production orders' in the sidebar. This gives you an overview of all your production orders, the manufacturer they're linked to, their status (open, complete), along with the manufacturing cost and the estimated cost of materials needed to manufacture that order.
Creating a new production order
To create a new production order, click 'Production orders' in the sidebar. Then click the 'New production order' button in the top right hand corner of the screen.
Editing a production order
When editing a production order you'll see an overview of products and their variations along with the suggested quantities to be produced. Suggested quantities are based on your customer orders. You can edit them and add items as you like. Click the 'Add to order' button to add the desired number of items to the production order. When you're done, click the 'Confirm Order' button.
Generate production order PDF
Once you've added materials to a production order, click the 'download' or the 'email' link under 'Print purchase order'. This allows you to download or email the purchase order PDF directly from WoaH.
Pick & pack and stock management
Receiving and entering stock
There are two ways that stock can be entered into the system. The recommended way is to create a Production order and marking the ordered items as 'Received' when they've arrived from the manufacturer. This is done by clicking the 'Receive' link to the right of a line item. If only some items have been received you can click 'Receive' and then 'Edit' to change the quantities.
Editing stock manually
Another way to enter stock into the system is to enter items manually. This is especially useful for items that you produce yourself, old stock or just items that you don't want to link to any production order. To do this, click 'Manual inventory' in the sidebar. Select the relevant style from the drop-down menu and enter the desired number of items into each box before clicking 'Add inventory'.
Creating a new shipment
When an order is ready to ship (it has been confirmed, proforma has been sent, deposit has been received, etc.) and stock is available to ship (it has arrived from the manufacturer or it's been entered manually) a new entry will automatically appear under 'Pick & Pack'. Click 'Pick & Pack' in the sidebar. Here you'll see a list of orders that are ready to ship.
Click the 'New shipment' link at the right of the list to create a new shipment
What is 'Force shipment' and how does it work?
Forcing a shipment is a way of bypassing the more advanced Pick & pack function and forcing the system to allocate as much stock as possible to a particular order from a particular warehouse. Force shipment is further described here.
Reports
Reports explained
Reports give you an overview of what's going on in your business and in your current season. We're constantly thinking up ways to present the data contained in World on a Hanger in more useful and creative ways. Let us know if you have suggestions for reports that could be added.
Inventory report
The inventory report gives you a complete overview of the products (including variations and individual sizes) you have in stock. It also shows you the number produced (based on your production orders), the number sold (based on your customer orders), the number allocated to shipments, the number shipped and the number required of each item.
Using the search function you can quickly narrow down the report to include the particular products and variations you are interested in. Simply type in the full or partial name of the product or variation you are looking for and press 'Filter'.
Orders by product
Orders by product gives you a breakdown of the quantities that have been ordered of each item, along with information on which customers have ordered them. Moreover, it shows you the state of each order and its fulfilment state. To get more detailed information on an order, customer or product simply click on its name and you'll be taken to an edit page.
Material requirements
The material requirements report gives you a detailed overview of the quantities of material required to fulfill either your sales orders or purchase orders (choose which by selecting the relevant option in the 'Show totals to fulfil' drop-down menu). It shows unit price, total price - as well as an overview of how much still needs to be ordered.
Foreign exchange report
This report gives you an overview of your exposure to other currencies than your default currency. It shows you an overview of outstanding Payables and Receivables divided by currency along with the amounts.
Settings
Company details
Company details are used on line sheets, order confirmations, invoices, purchase orders and production orders you generate.
Customer order prefix
The customer order prefix is the prefix added to each of your customer orders.
Users
Giving other users access to your company
First, a new user must sign up using their email address. Once they have registered, click 'Users' in the sidebar. This shows you a list of all users associated with the company and an overview of their access permissions.
Click the 'Add user' button in the top right hand corner of the screen.
Managing user permissions
When editing a user you'll see a list of different areas. Tick the box to give the user access to the relevant area, or untick it to remove access.
Tick the sales groups whose orders you want the user to be able to edit / access, and untick the sales groups you do not want the user to have access to.
When you're done editing click Save changes.
See a list of users linked to your company
Click 'Users' in the sidebar. This shows a list of users associated with your company account, along with their permissions.
Remove users
To stop a user from accessing your company account, go to the Users screen. Click 'Remove' at the right end of the user's entry on the list. This immediately stops a user from accessing the company account.
Sales groups
Sales groups explained
Sales groups allow you to bill from different addresses and company numbers. This is useful if you sell from a foreign subsidiary.
Sales groups allow you to manage who has access to what orders. This is useful when dealing with sales or when letting customers enter their orders directly.
Adding a new sales group
Click 'Sales groups' in the sidebar. This displays a list of your sales groups. Normally this will just be one group, your main group. Click the 'New sales group' button in the top right hand corner.
When editing a sales group you only need to fill out its name. All other fields are optional; use these if you want the sales group to use different details from your main group. If you want to use the same details you can leave it blank.
Choosing a sales group for orders
If you only have one sales group, or only have access to one sales group, the order will automatically be allocated to that group. If you have more than one sales group you can select which one to use from the 'Sales group' drop down menu on the left hand side when editing a customer order.
Currencies
Adding a currency
Click 'Currencies' on the sidebar. Click the 'New currency' button in the top right corner of the screen.
Choose the currency you want to use from the drop-down menu. A suggested exchange rate based on the live rate will be displayed. Edit it if necessary or use the live exchange rate and click the 'Save changes' button.
Updating a currency / changing the exchange rate
Click 'Currencies' in the sidebar. This takes you to a list view of the different currencies that are in use. To change the exchange rate of a currency against your default currency, simply click the 'Edit' link at the right of the list. This will display the currency's (recommended) live exchange rate and allow you to enter your own exchange rate. When done editing click the 'Save changes' button.
Changing the default currency
To change the default currency, click 'Currencies' in the sidebar. This shows you a list of currencies that are in use. Click the 'Set as default' link by that currency to change. Note that you will have to re-price all your materials if you do this.
Sizing systems
Included sizing systems
We've included the most commonly used and ISO standard sizing systems. Let us know if you think we're missing an important one and we'll consider adding it to the defaults.
Adding a new sizing system
Click 'Sizing systems' in the sidebar. This gives you an overview of the sizing systems that have been added by your company. To add a new one, click the 'New custom sizing system' button in the top right hand corner. Enter the sizes you want to use and click 'Create'.
Account
You can find your current pricing plan, payment details, account history and renewal schedule on the company Account page. The Account page is only available to the 'owner' of the company account.
Entering your payment details
When your trial period expires, you will need to enter credit or debit card details to continue using your World on a Hanger company account. To do this, just click "Edit payment details" link on your Account page. We currently accept payments by VISA and MasterCard. Contact us if you wish to pay in an other way.
Upon entering valid card details, your account with be reactivated immediately if your trial period has expired. You will charged for your first month of subscription the next day. Thereafter, your card will be charged on the say day of each month.
Changing your payment plan
You can change your account plan at any time from your Account page. You will be charged the new fee on your next renewal date. If you have any questions about upgrading or downgrading your account please feel free to email us.