Rotozoom Warehouse, Suppliers & Dropshipping — User Manual

Keep your suppliers next to the orders they fulfil and the stock they deliver. Warehouse, Suppliers & Dropshipping sends each order to the supplier who ships it, splits orders between several suppliers, reads your suppliers' invoices on your own site, puts the goods into WooCommerce stock line by line, and keeps payments, purchase orders and a monthly archive for your accountant.

• Free version: everything that runs on your site — the dropship flow, supplier documents read on your site, receiving stock, payments, purchase orders, the monthly archive, Sheets and price lists from files — with no limit on the number of suppliers.
• Pro version: a copy of payment e-mails to your accountant, Sheets for orders, customers and coupons, and the services that run at Rotozoom (see "Rotozoom account services" below).
• Pro price: €59 / year per site, incl. VAT.
• Licensing: Pro runs through the separate Rotozoom Connect plugin, which the edition downloaded from rotozoom.com installs automatically.

This manual describes version 1.3.2. The short name in the WordPress menu is "WSD".

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For newcomers: what this plugin does

Many shops sell goods they never touch: the supplier ships them straight to the customer. That is dropshipping. Other shops keep their own warehouse and restock it from suppliers, who send an invoice with each delivery. Many shops do both.

Warehouse, Suppliers & Dropshipping handles both kinds of supplier in the same WooCommerce admin:

• A new order reaches the supplier by e-mail, and the supplier answers with one click — no account, no login.
• An order with goods from several suppliers is split, with one waybill per supplier.
• A supplier invoice (PDF, Word or Excel) is read on your site; you check what was read, and the goods go into stock when you press "Receive".

The admin menu

The plugin adds these tabs: "Dashboard", "Suppliers", "Invoices", "Payments", "Purchase orders", "Archive", "Sheets", "Price lists", "Multi-Supplier", "Categories and brands" and "Settings".

The whole interface is translated into Bulgarian, Czech, German, Spanish, French, Italian, Polish, Portuguese and Romanian; e-mails to suppliers and customers follow the shop's language.

Setup

1. Add a supplier

Open "Suppliers" → "Add supplier". Enter the company details and the e-mail address that should receive its orders. An existing WordPress user can also be turned into a supplier.

2. Choose the supplier mode

Mode	What it means
"Dropshipping"	The supplier ships orders straight to your customers.
"Warehouse stock"	The supplier restocks your warehouse and sends you invoices.
Both	The same supplier does both.

3. Pickup addresses (warehouses)

A supplier can have several pickup addresses — one per warehouse — each with its own contact people. When an order is confirmed, the waybill and the courier request use the warehouse that holds the ordered goods.

4. Check the e-mails before the first real order

E-mails go out through your site's own mail (WordPress wp_mail). Place a test order and confirm that the supplier e-mail arrives before you rely on it.

The dropship flow

1. A customer places an order.
2. The supplier receives an e-mail with three buttons: "Confirm order", "Partly in stock" and "Out of stock".
3. The supplier clicks one of them, and the plugin records the answer. The supplier needs no account and no login. The links stop working once the order is closed, and after 60 days.
4. Partly in stock: the supplier enters what is available. The customer gets an e-mail listing every product that ships — including a line that ships only in part ("1 of 3") — and chooses to accept or decline. A card payment is refunded for what is not delivered (with a credit note when Rotozoom Sell & Ship issues the documents).
5. No answer: reminders follow after the days you set in "Settings"; when the time runs out, the shop is alerted or — if you choose so — an unpaid order is cancelled automatically.

Multi-Supplier orders

When one order contains goods from several suppliers, "Multi-Supplier" splits it by supplier:

• One waybill per supplier. Each supplier ships its own part of the order.
• Shipment manifest. A list of what travels in which parcel, including what ships from your own stock.
• Automatic waybills need a supported shipping plugin (e.g. Rotozoom Sell & Ship with your Econt or Speedy account). Without it, the order screen tells you what to put on the waybill and you enter its number by hand.

Supplier documents

Under "Invoices" you keep invoices, credit notes and delivery notes.

1. "Add a supplier document" — upload a PDF, Word (DOCX), Excel (XLSX), CSV, JPG or PNG file.
2. Read on your site. A PDF with text, DOCX and XLSX are read on your own server: number, dates, lines, totals and the supplier's VAT number, company number and IBAN. Nothing leaves the site.
3. "Read the document" screen. The document is shown beside what was read. You correct anything, tick what to apply, and nothing is saved until you press "Apply". A quantity printed as "24,000" is asked about when it could mean 24 or 24 000.
4. The supplier. A document whose sender or VAT number is known is filed under its supplier; otherwise you choose the supplier, or create one from the details on the document.
5. Pictures and scans (a photo or a PDF without text) cannot be read on the site. Fill them in by hand, or use AI reading — see "Rotozoom account services".

Files that are too large or malformed are refused with a clear message instead of slowing the site down.

Receiving stock and the stock ledger

• Lines matched by SKU. Each line is matched to a product by the supplier's code; a code you match once is remembered.
• "Receive". Stock changes only when you press it. Lines not yet matched to a product wait (see "Lines not yet in stock"); the others go in.
• Credit notes take the goods back out.
• "Reverse the receive" undoes a receive.
• Stock ledger. Every movement is recorded, so the same document can never load the same goods twice.
• Amounts can be entered with or without VAT, per supplier and per invoice; the purchase cost stored on the product is always net.

Payments

Under "Payments":

• One bank payment can settle several invoices. Tick the invoices in the list and choose "Record payment for selected".
• Bank account check. The IBAN on an invoice is compared with the supplier's known accounts ("Bank accounts" on the supplier). A new or different account must be confirmed with the last six characters printed on the paper.
• "Payment sent" — an e-mail to the supplier (one e-mail when several invoices are paid together). Every e-mail to a supplier is logged and can be sent again.

Purchase orders

Under "Purchase orders" you write orders to your suppliers with your own numbering, send them by e-mail, and match them to the invoice when it arrives.

Monthly archive

Under "Archive", every month's documents and payments download as one ZIP with an index (CSV) for your accountant.

Sheets

Under "Sheets" you edit products, variations and attributes in a spreadsheet grid:

• category views with the attributes that category uses;
• paste from Excel or Google Sheets, fill down, keyboard shortcuts;
• bulk edit with a preview before anything changes;
• CSV export and import with a dry run;
• History with Undo for every change.

With Pro, Sheets also edits orders, customers and coupons, adds custom fields as columns, bulk edits with find-and-replace patterns, formulas and conditions, exports to Excel (XLSX), and keeps a change journal across all of them.

Price lists

Under "Price lists" you upload a supplier's price list as CSV, XML or Excel (XLSX). It is read on your site:

• the supplier's stock is applied at once;
• new purchase prices wait for your review, with an optional margin rule for the sale price;
• "Undo the last application" reverses the last change.

Rotozoom account services

Some functions run at Rotozoom rather than on your site. They are available when the Rotozoom account service opens; until then the plugin does not show them, and everything above keeps working.

• AI reading of pictures and scans. A photo or a PDF without text is read by AI and comes back to the same "Read the document" screen for you to check. Free: 30 pages a month; Pro: 1 000 pages a month. Off until you switch it on in "Settings".
• Pro: an invoice e-mail address for your shop (suppliers send invoices to it and they arrive in "Invoices"), price lists from a web address on a schedule and PDF price lists, and supplier e-mails sent through Rotozoom's mail with documents as links.

Working with Rotozoom Sell & Ship

With Sell & Ship installed, the two plugins coordinate the invoicing:

• The shop's proforma or invoice waits until the suppliers confirm stock, so customers are not billed for goods a supplier cannot deliver.
• For bank-transfer orders, the supplier waybills also wait until the order is paid.

More about running several Rotozoom plugins together: How Rotozoom plugins work together.

Free vs Pro at a glance

Feature	Free	Pro
Dropship e-mails with "Confirm order" / "Partly in stock" / "Out of stock"	✓	✓
Reminders, timers and the customer's partial-delivery choice	✓	✓
Multi-supplier orders and shipment manifest	✓	✓
Several pickup addresses per supplier	✓	✓
Supplier documents read on your site (PDF, DOCX, XLSX)	✓	✓
"Receive" line by line, credit notes, stock ledger	✓	✓
Payments for several invoices, bank account check, "Payment sent"	✓	✓
Purchase orders and monthly archive	✓	✓
Sheets for products, variations and attributes, with undo	✓	✓
Sheets for orders, customers and coupons; custom-field columns; formula bulk edit; XLSX export; change journal	—	✓
Price lists from CSV, XML, XLSX	✓	✓
AI reading of pictures and scans (when the account service opens)	30 pages / month	1 000 pages / month
Supplier accounts	Unlimited	Unlimited
Copy of payment e-mails to your accountant	—	✓
Invoice e-mail address, scheduled and PDF price lists (when the account service opens)	—	✓

Data and compatibility

• Your documents stay on your site. PDF, DOCX, XLSX and CSV files are read on your own server. Only AI reading — when you switch it on — sends a document to Rotozoom.
• E-mails go through your site's own mail.
• HPOS: compatible with WooCommerce High-Performance Order Storage.
• Updating from 1.2.x: the database is upgraded automatically on the first page load after the update. Back up your site first, as before any update.

Troubleshooting

• The supplier did not get the order e-mail — the e-mail goes through your site's own mail. If other WooCommerce e-mails do not arrive either, fix the site's mail delivery first; also ask the supplier to check the spam folder.
• "Nothing was read" on a document — it is a picture or a scan. Fill it in by hand, or use AI reading when it is available.
• "Receive" leaves some lines waiting — those lines have no product yet. Match them on the invoice, then press "Receive" again.
• "Receive" is refused — a quantity is still a question ("24,000"), or the total on the document does not match its lines. Answer the question or correct the total.
• A payment is refused because of the bank account — the IBAN differs from the supplier's known accounts. Call the supplier on a number you already have, then confirm the account.
• No waybill per supplier — automatic waybills need a supported shipping plugin; without it, enter the waybill number by hand on the order.
• The shop invoice has not been issued yet — with Sell & Ship, it waits until the suppliers confirm stock; for bank transfer, supplier waybills also wait for the payment.

To install the plugin, see Installing and updating plugins.