We organised 2,700 products and set up an order-processing system in Base
We have organised 2,700 products and we set up the order processing workflow in Base.
A retail company with a wide range of products had been expanding its sales on Allegro, ERLI and Empik, but its product catalogue and order processing were unable to keep pace with the scale of its business. We organised the data for 2,700 products and implemented a process in Base that currently handles 30–70 orders a day.
The challenge
The client approached us with a need to simplify the process of adding listings on Allegro and to organise their catalogue in Base. The account was handling up to 100 orders a day at times, but the workflow still relied on staff expertise, telephone communication and manually switching between tasks. There were no order cards in Base, nor was the Packing Assistant configured.
The audit revealed that the sequence of processes was the root cause of the problem. Products were first uploaded to Allegro and only subsequently imported into Base. As a result, the catalogue in the integration system did not serve as the main data source. It contained inconsistent parameters, content prepared exclusively for Allegro, and incomplete data required for further sales growth.
The discrepancies did not relate to individual records. The change affected 2,700 products, including around 1,500 items without EAN codes. Furthermore, it was not always possible to identify the manufacturer and the person responsible. The client lacked the experience required to redesign the catalogue and the order fulfilment process without interrupting ongoing sales.
About the client
A retail company with a wide range of products, covering several major consumer categories. It generates the bulk of its sales on Allegro, whilst using ERLI and Empik as smaller, complementary channels.
Prior to the project, the company had been using Base, but had not built its catalogue from scratch within that system. The data was largely derived from listings created previously on Allegro, which made it difficult to utilise it across other channels and in operational processes.
What we’ve done
The decisions that determined the outcome.
We have redesigned the Base catalogue as the main data source
We have reversed the previous workflow. The new product is to be prepared first in the Base catalogue, and only then published on selected platforms. This means that the basic data is not created separately on each marketplace, and there is no need to recreate it later in the integration system.
We standardised the title structure for 2,700 products and uploaded new descriptions. We created a universal description for channels that do not allow for the creation of a customised, detailed presentation, as well as separate descriptions for Allegro. Dedicated content for Allegro speeds up the preparation of listings, whilst the universal version allows the same database to be used across ERLI, Empik and other channels.
We have added around 1,500 missing EAN codes. We have assigned manufacturers and responsible parties to the 75% catalogue. We did not add the remaining data on the basis of assumptions, as the client did not have the information required to reliably identify these entities.
We have categorised the content and prices according to the terms and conditions of each channel
A single catalogue does not mean the same product range is available on every platform. Allegro, ERLI and Empik differ in terms of product presentation options, commission rates, logistics models and target markets. That is why we have combined a shared database with elements tailored to each individual marketplace.
We have created separate price groups for each channel. This breakdown gives the customer control over the price without mixing different costs into a single figure. At the same time, it does not impose an automatic conversion factor where the input data has not yet been organised.
We have developed a card- and scan-based packaging process
Until now, order fulfilment has relied on staff memory and information checked manually, including via telephone. With a typical volume of up to 100 orders a day, the process lacked a single, repeatable checkpoint.
We have created a new order form featuring a product photo to make order picking easier. We have configured the Packing Assistant in Base and set up the automated actions required to generate labels. The target workflow begins with printing the order forms, followed by picking and preparing the products, scanning the order form for the order being packed, selecting the correct box size and affixing the automatically printed label.
The client tested the solution on actual orders and was able to provide their own feedback. Following implementation, they received instructions on both the new catalogue standard and packaging. The process is currently being used for 30–70 orders a day.
Course
Key stages.
- Stage 1 Audit of the catalogue and order processing We analysed the process of creating products, publishing listings and fulfilling orders. We concluded that the main problem is that the process is initiated on Allegro rather than in the Base catalogue.
- Stage 2 Draft common data standard We have defined the structure of the titles, the universal description template, platform-specific content and the scope of data required in the master catalogue.
- Stage 3 Redesign of the catalogue of 2,700 products We have uploaded new titles and descriptions, updated around 1,500 EAN codes, and added the available details of manufacturers and responsible parties.
- Stage 4 Separation of sales channels We have prepared bespoke content and separate price tiers for Allegro, ERLI and Empik, taking into account differences in commission rates and logistics.
- Stage 5 Packaging and labelling configuration We created an order form with a photo, configured the Packing Assistant and set up automated actions to generate labels.
- Stage 6 Testing and handover of the process The client tested the solution using real orders, provided feedback and received instructions on how to use the catalogue and the packing process.
The scope of the reorganisation, without attributing unmeasured effects.
| Credits | Before implementation | Following implementation | Change |
|---|---|---|---|
| Products meeting a common standard | The lack of a single catalogue standard | 2,700 products | New titles and descriptions throughout the catalogue |
| EAN codes | No codes for around 1,500 products | Codes in all products | Around 1,500 codes have been added |
| Manufacturer and person responsible | Incomplete data | Added to the 75% catalogue | The remaining records are awaiting source data |
| Price bands | No breakdown by channel | A separate group for each marketplace | Prices can be managed according to channel costs |
| Order fulfilment | Without order forms and the Packing Assistant | Photo card, scanning and automatic labelling | A new process used for 30–70 orders a day |
How we did it.
We started by changing the workflow. Base became the main source of data, whilst marketplace platforms served as the venue for publishing prepared listings. We standardised the titles and descriptions of 2,700 products, added around 1,500 missing EAN codes, and categorised content and price groups by channel. We did not fill in missing manufacturer details or contact persons based on assumptions. The data was added to the 75% catalogue, i.e. where it could be verified. We then implemented an order form with a photo, the Packing Assistant and automatic label generation. We did not automate price conversion, as the products come from different suppliers and the rules require further analysis. The new process handles 30–70 orders a day, but its impact on working time and the number of errors still needs to be measured separately.
Repeatability
Why do we think it wasn’t a coincidence?.
Pre-tender catalogue
A product initially created in an integration system can be published across several channels without having to reproduce the core data from the existing listing. A single source of truth minimises inconsistencies and makes it easier to make changes later on.
Shared data, separate channel terms and conditions
The basic product description may be the same, but the content, commission rates and logistics differ between platforms. Dedicated descriptions and price groups allow you to maintain a single catalogue without pretending that every marketplace operates in the same way.
Packaging with a quality control point
The order form, scanning, size selection and automatic label generation form a repeatable sequence. The mechanism limits the number of operations performed from memory, regardless of the product category.
What this case does not prove: The implementation has reduced the number of manual tasks, but no measurements have yet been taken of packing times or the number of errors. Case does not confirm any specific time savings, a reduction in errors or the impact of the changes on sales.
Are your processes keeping pace with the scale of your account?
We will review the catalogue, the way in which offers are published and how orders are processed. We will highlight which areas need to be addressed before sales can be further developed.
Let’s talk about processes
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