# Set Up Your Avstarna Account: Profile, Team, and Language
Source: https://docs.avstarna.com/account-setup
Set up your company profile, upload your logo, choose your language, and add workers to Avstarna before running your first production workflow.
Before you dive into production tracking and inventory management, take a few minutes to configure your Avstarna account properly. A complete company profile ensures that every invoice, label, and report generated by the platform carries accurate information. This guide walks you through setting up your company details, choosing your language, and adding your team.
All account configuration lives in the **Settings** section of your dashboard.
1. Log in to your Avstarna dashboard.
2. In the left sidebar, click **Settings**.
3. Select **Company Profile** from the settings menu.
This is where you manage your organization's identity within the platform.
Fill in your organization's core information. This data appears on invoices, delivery documents, product labels, and compliance records.
| Field | Description |
| ------------------------ | -------------------------------------------- |
| **Company Name** | Your registered business name |
| **Company Email** | Your primary business email address |
| **VAT ID (Tax)** | Your VAT registration number |
| **KVK ID** | Your Chamber of Commerce registration number |
| **Registry Number (EG)** | Your establishment identification number |
Enter each field carefully and click **Save** when finished.
Your VAT ID and Registry Number are required for generating compliant invoices and product documentation. If you are unsure of these values, check your business registration documents or consult your accountant.
Adding your logo gives your generated documents a professional, branded appearance.
1. Still in **Settings → Company Profile**, locate the **Logo / Avatar** upload area.
2. Click **Upload** and select an image file from your computer (PNG or JPG recommended).
3. Adjust the crop or positioning if prompted.
4. Click **Save** to apply the logo to your account.
Use a square or circular logo for the best appearance across labels, invoices, and the dashboard header. A minimum size of 200×200 pixels is recommended for sharp output on printed documents.
Avstarna supports **English** and **Dutch**. You can set the platform language independently at the account level and the user level.
1. In the sidebar, go to **Settings → Language**.
2. Select your preferred language from the dropdown menu.
3. Save the setting — the interface updates immediately.
Individual workers can set their own language preference from their personal profile settings. The company-level language setting applies as the default for new users.
Separate from your company settings, your personal profile controls your own display name, contact information, and login preferences.
1. In the sidebar, go to **Settings → Profile**.
2. Update your name, email address, and any other personal details.
3. Save your changes.
Your profile is linked to your admin login and does not affect other users on your account.
Avstarna supports a role-based team structure with an **admin** (that's you) and **workers** (sub-users) who access the platform to carry out day-to-day production tasks.
1. In the sidebar, go to **Settings → Team Workers**.
2. Click **Add Worker**.
3. Enter the worker's full name.
4. Assign a numeric PIN — workers use this PIN to log in on shared devices.
5. Click **Add Worker** to save the new team member.
Full access to all settings, reports, financials, and team management. Typically the account owner or production manager.
Scoped access to production, inventory, and order tasks. Workers log in via a personal PIN on shared devices.
For fast access on shared devices — such as a tablet on the factory floor — Avstarna supports PIN-based login for worker sub-users. Each worker's PIN is assigned when you create their profile in the previous step.
Workers can log in quickly from shared devices by entering their PIN instead of full admin credentials, keeping your account secure while giving the team the access they need.
PINs are intended for use on trusted, on-site devices. Do not use PIN login on publicly accessible or shared personal devices. Remind workers not to share their PINs with colleagues.
## What's Next?
With your company profile complete and your team in place, you're ready to start using Avstarna's core workflows.
Follow a step-by-step walkthrough to add your first product and record your first production batch.
Set up your Product Specifications to define what you manufacture.
Add your starting stock of raw materials and track inventory in real time.
# Inventory: Track and Manage Stock Across Your Facility
Source: https://docs.avstarna.com/concepts/inventory
See how Avstarna tracks your stock levels in real time, how to scan goods in and out, run physical counts with snapshots, and review the mutations log.
**Inventory** in Avstarna gives you a live view of everything you have in stock — what product sub-variants are on hand, how much of each, and where changes came from. Whether you're receiving finished goods from a production batch or dispatching an order, every movement is recorded and traceable.
## How Stock Is Tracked
Inventory is tracked at the **Product Sub-Variant** level. Each sub-variant has a stock record that reflects the current on-hand quantity, a stock status, and a full history of every movement that has ever affected it.
Stock statuses:
* **In Stock** — units are available and above zero
* **Out of Stock** — the sub-variant has no remaining units
The **Stocks page** gives you an at-a-glance overview of all current stock levels across your entire catalog, making it easy to spot shortages before they affect production or order fulfilment.
## Adding and Removing Stock
Avstarna supports three scanning methods when recording stock movements, so you can work the way your team does:
Use a physical barcode scanner connected via USB or Bluetooth to scan product labels quickly during receiving or dispatch.
Use your device's camera (mobile or desktop webcam) to scan QR codes or barcodes printed on product and box labels.
Type in a product code or select from a list when scanning isn't practical.
### Scan In (Add Inventory)
Use **Scan In** when stock arrives — typically after a production batch is completed and finished goods are ready to be booked into inventory. Select the sub-variant, enter the quantity, and confirm. The movement is immediately reflected in your stock summary.
### Scan Out (Remove Inventory)
Use **Scan Out** when stock leaves — whether it's being allocated to an order, transferred, or written off. Scan or select the sub-variant, enter the quantity removed, and confirm.
Every scan-in and scan-out is logged automatically in the **Mutations Log** with a timestamp, quantity, and the user who performed the action. You can never lose visibility of why a stock level changed.
## Box Groups
Inventory is organized into **box groups** — physical groupings of boxes in your facility. Box groups let you track not just the total quantity on hand, but how that stock is distributed across individual boxes. This is especially useful when managing batch-specific stock or preparing orders for dispatch.
## Inventory Snapshots
A **snapshot** is a periodic physical stock count. When you run a snapshot, Avstarna asks you to confirm the actual counted quantity for each sub-variant. The system then compares your count against its expected stock level and records any discrepancy.
Snapshots are important for:
* **Cycle counts** — routine checks on a subset of products
* **Full stock takes** — end-of-period counts of your entire inventory
* **Audit evidence** — a timestamped record that actual stock was verified
Schedule regular snapshots to catch any drift between your system stock and physical reality early. Small discrepancies are much easier to investigate when they're recent.
## Stock Summary
The **Stock Summary** provides a per-product roll-up of current stock levels. Rather than seeing individual box groups or sub-variants in isolation, the summary aggregates quantities across all variants so you can quickly answer questions like "how much of Product X do we have in total?"
## Mutations Log
The **Mutations Log** is the complete audit trail of every inventory change. Each entry shows:
* The date and time of the movement
* The product sub-variant affected
* The quantity added or removed
* The type of operation (scan in, scan out, snapshot adjustment)
* The user who performed the action
Use the mutations log when investigating discrepancies, responding to customer queries about stock availability, or preparing documentation for a compliance review.
# Labels: Printing Product, Box, and Compliance Labels
Source: https://docs.avstarna.com/concepts/labels
Discover Avstarna's label types, available print sizes, what data appears on each label, and where to access label printing across the platform.
**Labels** in Avstarna are generated directly from your product and production data, so every label you print is accurate, up to date, and consistent — no manual typing, no copy-paste errors. Whether you're labelling individual units coming off the production line or preparing boxes for dispatch, Avstarna has a label type for each situation.
## Label Types
Avstarna supports five label types to cover every point in your production and fulfilment workflow.
Applied to individual product units. Carries the product name, barcode, LOT number, PBN, expiration date, and allergen information. Available in both standard print sizes.
Applied to a full box of products. Includes the same core data as the product label but represents the entire box quantity rather than a single unit.
Used when a single box contains a mix of different products or variants. Lists all included items so the box contents are clear at a glance during picking or delivery.
A label without Avstarna branding — used for OEM or private-label customers who require their own brand identity on the product. All compliance data (LOT, allergens, expiration) is still included.
Applied to bundled product groupings within an order. Identifies the bundle and its component items for packing and customer reference.
## Print Sizes
Avstarna supports two label sizes to match the most common label stock formats used in food manufacturing and logistics:
| Size | Typical Use |
| --------------- | ------------------------------------------------ |
| **50 × 80 mm** | Individual product units, smaller packaging |
| **105 × 37 mm** | Box labels, shelf labels, larger format products |
Check the label size against your label printer's stock before printing a large batch. Changing the size setting in Avstarna takes only a moment, and it saves wasted stock.
## What Appears on a Label
Avstarna pulls label data directly from your product catalog and production records. A typical label includes:
* **Product name** — as defined in your product catalog
* **Barcode** — scannable barcode generated for the product sub-variant
* **QR code** — links to product or batch data for quick digital lookup
* **LOT number** — the lot identifier for the specific production batch
* **PBN (Production Batch Number)** — the unique batch reference for full traceability
* **Expiration date** — calculated from the production date and the product's shelf life
* **Allergen information** — pulled from the allergen flags set on the product variant
Because label data is sourced directly from Avstarna records, any allergen or product information you update in the catalog is immediately reflected the next time you generate a label for that product. There is no separate label template to maintain.
## Where to Print Labels
You can access label printing from several places in Avstarna, depending on your workflow:
Navigate to a product sub-variant and use the **Print Label** option. Useful when you need to reprint labels outside of a production run — for example, replacing a damaged label on a stored unit.
During or after a production run, generate labels directly from the PBN. Avstarna pre-fills the batch data (LOT, PBN, expiration date) automatically so you can print a full batch of labels in one go.
Print box labels and bundle mix labels during the packing stage of an order. Labels are generated for the specific products and quantities in that order, making dispatch preparation faster and more accurate.
## Packing Slips and Picking Lists
In addition to product and box labels, Avstarna lets you print two other fulfilment documents as PDFs:
* **Picking list** — a checklist for your warehouse team listing what to collect for an order
* **Packing slip** — a document included with the shipment for the customer's goods-in process
Both documents are generated from the live order data and can be printed directly from the order detail page.
White labels are available for any label type. If a customer requires unbranded labels, select the white label option when printing — the layout and compliance data remain the same, but Avstarna branding is removed.
# Orders: From Creation to Delivered — The Full Lifecycle
Source: https://docs.avstarna.com/concepts/orders
Learn how orders flow through Avstarna from creation to delivery, how to manage picking and packing, and how collis and bundles organize your shipments.
**Orders** in Avstarna represent the full lifecycle of a customer request — from the moment an order is received to the moment it leaves your facility and is marked as done. Avstarna keeps every step visible and actionable, whether you're running a small daily dispatch or managing high-volume fulfilment.
## Order Sources
Orders can enter Avstarna in two ways:
Create an order directly in Avstarna. Enter the customer details, delivery date, and line items. Useful for wholesale customers, one-off requests, or orders received by phone or email.
If your business uses WooCommerce as an online storefront, orders sync automatically into Avstarna. New online orders appear ready for processing without any manual re-entry.
## Order Lifecycle
Every order moves through a defined set of stages. Knowing where an order sits in this lifecycle tells you — and your team — exactly what needs to happen next.
The order exists in Avstarna with all customer and line-item details confirmed. It's waiting to enter the fulfilment workflow.
Your warehouse or production team works through the **picking list** — locating and gathering each item on the order from stock. Picked status is tracked per order line so you can see progress in real time.
All items have been picked and packed into their shipping units (collis). A **packing slip** can be generated and included in the shipment at this stage.
The order has been dispatched and is on its way to the customer. The delivery date recorded on the order helps you monitor on-time performance.
The order is fully complete. All records — line items, collis, picking activity — are preserved for reporting and audit purposes.
## Order Identification
Each order is assigned a **composite ID** — a structured reference that combines customer information, date, and a sequential counter. This makes it easy to reference orders in conversation with customers or in your own records without ambiguity.
## Picking Lists
A **picking list** is a printable (PDF) document generated from an order that tells your team exactly what to collect and from where. Each line on the picking list corresponds to a product sub-variant and quantity. As items are picked, their status is updated in Avstarna, giving you a live view of fulfilment progress.
Print picking lists at the start of each dispatch run and have your team mark off items as they go. Any unpicked lines at the end of the run are immediately visible so nothing slips through.
## Packing Slips
A **packing slip** is a PDF document included with the physical shipment. It lists everything packed in the order and is used by the customer or their goods-in team to verify receipt. Generate packing slips directly from the order detail page once the order reaches the Packed stage.
## Collis and Bundles
**Collis** are the individual shipping units — physical boxes or cartons — that make up an order. An order may consist of one or many collis, each containing a subset of the order's line items. Collis are tracked separately so you know exactly how each shipment is structured.
**Bundles** are groupings of products within an order — for example, a promotional gift set or a fixed assortment of items sold together. Bundles let you represent multi-product combinations as a single line item in the order while still tracking each component individually.
## Order Reports
Avstarna makes it easy to review order history and performance. Order reports give you a summary view across a date range — useful for understanding fulfilment rates, customer order frequency, and volume trends.
Delivered and done orders are retained in full. You can return to any completed order at any time to view its original line items, picked status, and shipping details — no data is lost after an order closes.
# Production Batch Numbers: Full End-to-End Traceability
Source: https://docs.avstarna.com/concepts/production-batch-numbers
Understand what a Production Batch Number (PBN) is, how the batch lifecycle works, and how PBNs connect your production, inventory, and labels.
A **Production Batch Number (PBN)** is the unique identifier that Avstarna assigns to every production run. From the moment a batch is created to the moment finished goods leave your facility, the PBN acts as the single thread that connects tasks, inventory records, printed labels, and outbound shipments — giving you full traceability at every step.
## What Is a PBN?
A PBN is automatically generated when you start a new production run. It serves two purposes:
1. **Internal tracking** — links all activity within Avstarna (tasks, stock movements, label prints) to a specific batch of a specific product.
2. **External reference** — each PBN has a unique **hash ID** that you can share with customers, auditors, or logistics partners for traceability without exposing internal data.
PBNs follow a structured format. For example, a batch produced in 2024 might look like **RNU22012024**, where the trailing digits encode the year of production.
Every label printed for a batch carries the PBN alongside the LOT number and expiration date. This means you can trace any unit back to its exact production run just by scanning a label.
## The PBN Lifecycle
Open a new production batch from the Production module. Avstarna generates a unique PBN and hash ID. You select the product sub-variant being produced and the target output quantity.
Break the batch into tasks — for example, mixing, filling, baking, and cooling — and assign them to team members or production lines. Task completion is tracked against the PBN in real time.
When production is complete, you record the finished goods output. Avstarna adds the produced quantity directly to inventory, linked to the PBN so the stock origin is always traceable.
Generate product labels and box labels for the batch. Labels automatically pull the PBN, LOT number, expiration date, and allergen data from the batch and product records — no manual entry required.
Attach batch inventory to outbound orders. The PBN is recorded on transactions and shipping documents, so you always know which orders received goods from which production run.
## What a PBN Connects To
The PBN is the central reference across several areas of Avstarna:
| Connected Record | How the PBN Is Used |
| ---------------- | -------------------------------------------------------------------------------------- |
| **Inventory** | Finished stock is recorded against the PBN so you know which batch each unit came from |
| **Tasks** | Production tasks are grouped under the PBN for progress tracking |
| **Labels** | Product and box labels print the PBN for full unit-level traceability |
| **Transactions** | Outbound distribution records reference the PBN for audit trails |
| **Orders** | When fulfilling orders, the PBN links delivered goods back to their batch |
## Why PBNs Matter for Traceability
If a quality issue is ever identified, the PBN lets you act quickly. You can immediately see:
* **What was produced** — the exact product sub-variant and quantity
* **When it was produced** — batch creation and task completion timestamps
* **Where it went** — which orders and customers received stock from that batch
Regulatory and retail audits often require lot-level traceability. Keeping PBNs consistent and complete in Avstarna means you're always audit-ready without extra manual record-keeping.
Use the PBN hash ID when communicating with external parties. It gives them a reference they can verify without requiring access to your internal Avstarna system.
# Products & Catalog: How Avstarna Structures Your Range
Source: https://docs.avstarna.com/concepts/products-catalog
Learn how Avstarna organizes your products using a three-level hierarchy, and how to manage materials, storage types, allergens, and nutrition data.
The **Products & Catalog** section is the foundation of your Avstarna workspace. It's where you define everything about the goods you manufacture — from high-level product families down to individual sellable variants — along with the materials you use, how products are stored, and the compliance information attached to each item.
## Product Hierarchy
Avstarna organizes your product range into three levels, giving you precise control over how products are structured and sold.
The top-level grouping — think of this as the product family or brand line (e.g., "Organic Fruit Bars"). A Parent holds shared information and acts as a container for all its variants.
A specific version of the parent product, typically differentiated by flavor, size, or recipe (e.g., "Strawberry Fruit Bar — 100g"). Most product settings, pricing, and specifications live at this level.
The most granular level — used when a variant itself comes in further configurations, such as different packaging formats or regional SKUs. Inventory is tracked at the Sub-Variant level.
Inventory records, labels, and production outputs are all tied to **Product Sub-Variants**. Make sure your sub-variants are fully set up before you begin production runs or stock management.
## Storage Types
Each product is assigned a storage type that reflects its physical handling requirements. Avstarna uses this to organize stock and flag any mismatches during receiving or dispatch.
| Storage Type | Conditions |
| ------------ | -------------------------- |
| Frozen | −18 °C |
| Fresh | Refrigerated |
| Dry | Ambient / room temperature |
## Allergen & Nutrition Information
You can attach detailed compliance data directly to product variants, keeping everything in one place for food safety audits and label generation.
**Supported allergen flags include:**
* Celery
* Crustaceans
* Egg
* Fish
* Gluten
* Milk
* Mustard
* Nuts
* Peanuts
* Sesame
* Soy
* Sulphites
Beyond allergens, each variant can store:
* **Nutrition facts** — per-portion and per-100g values
* **Microbiological data** — pathogen and shelf-life test results
* **Contamination data** — cross-contact risk notes
Allergen information entered here flows automatically onto printed product labels, so keeping it accurate and up to date is essential for compliance.
## Materials Catalog
The **Materials Catalog** is where you manage the raw ingredients and packaging components used in production. Each material can be linked to one or more product variants as ingredients, giving you a clear bill of materials for every item you produce.
## Pricing Catalog
Avstarna supports **customer-specific pricing**, meaning you can set different prices for the same product variant depending on the customer or customer group. Manage all pricing rules from the Pricing Catalog — no need to handle it order by order.
## Product Tags
Tags let you categorize and filter your product range freely. Apply tags to group products by season, campaign, customer type, certification status, or any other criteria that fits your workflow.
Use tags consistently across your catalog to make filtering faster when you're creating orders or generating production batch numbers.
## Product Specifications (SDS)
You can attach a **Product Specification Sheet (SDS)** to any product variant. These documents are stored against the variant and can be shared with customers or accessed during audits without leaving Avstarna.
# Manage Invoices, Credit Notes, and Finance in Avstarna
Source: https://docs.avstarna.com/features/finance-invoicing
Create and send invoices, issue credit notes, track financial mutations, and sync with e-Boekhouden accounting software — all from within Avstarna.
Avstarna's Finance & Invoicing module handles the full financial lifecycle of your orders — from generating a professional invoice to syncing transactions with your accounting software. Everything lives inside Avstarna, so your production data and financial records stay connected without manual exports or double-entry.
## Creating an Invoice
You create invoices directly from an order in Avstarna. Once an order is ready to bill:
Navigate to the order you want to invoice in your order management section.
Select **Create Invoice** from the order actions. Avstarna generates an invoice pre-filled with the order lines, customer details, and your configured payment terms.
Review the invoice details, then click **Send** to deliver it to your customer by email. Avstarna handles email delivery — no separate email setup required.
Configure your payment terms and VAT settings once in **Invoice Settings** and they will be applied automatically every time you generate a new invoice.
## Downloading Invoice PDFs
Every invoice, credit note, and packing slip in Avstarna has a dedicated PDF that you can download, print, or share directly from within the Finance section. PDFs are generated on demand and always reflect the current state of the document.
## Credit Notes
If you need to reverse or partially refund an invoice, issue a credit note directly in Avstarna.
Find the invoice you need to credit in the Finance section under **Admin → Reports → Finance → Invoices**.
Select **Create Credit Note** and specify the lines or amounts to credit.
Send the credit note by email in the same way as an invoice. Your customer receives a clear document referencing the original invoice.
## Financial Mutations
The Mutations section under **Admin → Reports → Finance → Mutations** records the financial transactions synced between Avstarna and your accounting software. Use the mutations log to:
* Reconcile your Avstarna records against your accounting system
* Trace the history of a specific customer account
* Provide an auditor with a complete transaction trail
## Finance Settings
Before you start sending invoices, visit **Admin → Reports → Finance → Invoice Settings** to configure:
* **Terms of payment** — set your standard payment deadline (e.g. 14 days, 30 days)
* **VAT settings** — configure the VAT rates applicable to your products and services
* **Invoice and credit note number counters** — set the starting numbers for your invoice and credit note sequences
These settings are applied as defaults whenever you create a new invoice, saving you time and reducing the risk of errors.
## e-Boekhouden Integration
If you use e-Boekhouden for your Dutch accounting, Avstarna can sync your financial data directly, eliminating manual exports.
e-Boekhouden is a Dutch accounting software platform. This integration is primarily relevant for businesses operating in the Netherlands.
The integration syncs the following data between Avstarna and e-Boekhouden:
* **Invoices** — new invoices created in Avstarna are pushed to e-Boekhouden automatically
* **Credit notes** — credit notes are synced to keep your accounting records accurate
* **Mutations** — financial transactions are reflected in your e-Boekhouden ledger
* **Relations** — supplier and customer contact records are kept in sync
* **Ledgers** — chart of accounts entries are reconciled between both systems
Before enabling the e-Boekhouden sync, ensure your VAT settings and ledger codes in Avstarna match the configuration in your e-Boekhouden account. Mismatches can cause sync errors that require manual correction.
## Frequently Asked Questions
Invoice branding settings are managed in your company profile. Update your logo and company details there and they will appear on all generated invoice PDFs.
Avstarna uses a built-in email delivery service to send invoices and credit notes. You do not need to configure a separate email provider — just click Send and Avstarna handles delivery.
Invoices in Avstarna are created from orders to ensure your financial records stay linked to your production and fulfilment data. For standalone billing needs, create an order first and then generate the invoice from it.
Avstarna will surface a sync error in the Finance section. You can review the error details and retry the sync once the underlying issue is resolved. Your data in Avstarna is not affected by a failed sync.
Navigate to **Admin → Reports → Finance** to access invoices, credit notes, the mutations log, and invoice settings.
# Create and Publish Product Specification Documents
Source: https://docs.avstarna.com/features/product-specifications
Manage product specification documents in Avstarna: create specs with allergy info, nutrition facts, and microbiological data, then publish for customers.
Product Specifications (SDS) in Avstarna give you a structured, compliant way to document everything about a food or manufactured product — from microbiological safety data to packaging dimensions. Once approved, your specs are published to a public-facing widget that your customers can browse at any time, keeping your business transparent and audit-ready.
## What Is a Product Specification?
A product specification (SDS) is a versioned document attached to a specific product variant. It captures the full technical and safety profile of that variant, ensuring your team, your customers, and any regulatory body have access to accurate, up-to-date information. Each spec is linked to its product variant and carries a version history so you always know what changed and when.
## The Approval Workflow
Every specification moves through a structured workflow before it reaches your customers.
Create a new spec and fill in the required sections. The document is saved as a draft and is not visible to the public.
Submit the spec for review. A designated reviewer on your team receives the spec and examines the data for accuracy and completeness.
The reviewer approves the spec, confirming the data is accurate and complete. The spec is now ready to be published.
If the reviewer finds issues, they reject the spec with a written note explaining what needs to change. The spec returns to **Re-concept** status so you can revise and resubmit.
Once approved, publish the spec to make it publicly accessible. It immediately appears on your public product specs widget and receives a shareable public URL.
Published specifications include a legal footer that reads **"Valid on the day of printing"** followed by the print date, keeping your printed documents compliant with labeling regulations.
## What Goes Into a Specification
Each SDS is organized into clearly defined sections so nothing gets missed.
General product information that identifies the variant and its intended use, including target user details.
Safety test results covering aerobic bacterial count, yeasts and fungi, *B. cereus*, *C. perfringens*, *Campylobacter*, coliforms, *Salmonella* spp., *Listeria monocytogenes*, and *S. aureus*.
Records of any contaminant testing relevant to the product, supporting traceability and food safety compliance.
Full nutritional breakdown as required for food labeling, ready to display to consumers.
Allergen data is inherited directly from the parent product, ensuring consistency across all variants without manual re-entry.
Foil material, box material, box contents, box weight, box dimensions, order unit, and required delivery temperature — everything a logistics partner or retailer needs.
## The Public Widget
Once you publish a spec, it becomes available on your public product specs page at:
```
/[lang]/[companySlug]/product-specs
```
Your customers and partners can visit this page without logging in to browse all of your published specifications. Each published spec also has its own direct public URL, which you can share in emails, on packaging, or in retailer documentation.
## Version History
Every time you update and republish a specification, Avstarna saves the previous version. You can review the full version history of any spec to see exactly what changed between releases — useful for audits, customer queries, or internal quality reviews.
## Plan Limits
If you are on the **START plan**, you can publish a maximum of **5 product specifications**. Upgrade to the **PRO** or **BUSINESS** plan to create and publish unlimited specs.
## Frequently Asked Questions
Yes. Edit the spec and resubmit it through the approval workflow. The updated version is published as a new version, and the previous version is retained in the version history.
Navigate to **Admin → Product Specs** for a full list of all specs across your products. You can also access the spec for a specific variant directly from the product page.
Any team member with reviewer permissions can approve or reject a spec. Your account administrator can manage role assignments in your team settings.
Allergy information is inherited from the parent product at the time the spec is created or updated. If you change allergen data on a product, review and republish any related specs to keep them current.
# Understand Your Business with Reports and Analytics
Source: https://docs.avstarna.com/features/reports-analytics
Avstarna's reporting tools give you revenue charts, top-seller rankings, customer order histories, and inventory mutation logs to drive better decisions.
Avstarna's Reports and Analytics section brings your operational data into one place so you can spot trends, answer customer questions, and manage stock with confidence. Whether you need a high-level revenue overview or a detailed log of every inventory movement, the tools are built to give you the right information at the right level of detail.
## Analytics Dashboard
Navigate to **Admin → Analytics** to access the live analytics dashboard. The dashboard gives you an at-a-glance view of your business performance:
* **Revenue chart** — a line chart showing your revenue over time, so you can see peaks, troughs, and growth trends at a glance
* **Net sales** — the total value of sales after taxes
* **Taxes** — the tax component of your sales in the selected period
* **Total sales** — gross sales volume across all orders in the selected period
The analytics dashboard shows data month-to-date by default. Use it for your regular business review to quickly understand how the current period is tracking.
## Reports
Navigate to **Admin → Reports** to access the full suite of reports. Each report type is designed to answer a specific operational question.
### Customer Reports
The customer report gives you a breakdown of order history and total spending per customer. Use it to:
* Identify your highest-value accounts
* Review purchasing patterns for a specific customer before a sales call
* Resolve disputes by pulling the exact order history for a customer
### Finance Reports
Finance-related reporting is available within the Reports section. From here you can access invoices, credit notes, financial mutations, and invoice settings. For full invoicing and transaction detail, see the [Finance & Invoicing](/features/finance-invoicing) page.
## Navigating Between Reports and Analytics
| Section | Route | What you find there |
| --------- | ----------------- | ---------------------------- |
| Analytics | Admin → Analytics | Revenue chart, sales totals |
| Reports | Admin → Reports | Customer and finance reports |
Bookmark both pages if you check them regularly. The analytics dashboard is ideal for your daily or weekly review, while the reports section is better suited for deeper dives and data exports.
## Frequently Asked Questions
The analytics dashboard reflects your current order and sales data. Revenue charts update as new orders are created or fulfilled in Avstarna, including orders synced from WooCommerce.
Yes. Most reports allow you to filter by date range so you can focus on a specific period — for example, a single month or quarter.
Reports and analytics are accessible to any team member with the appropriate permissions. Your administrator can configure role-based access in team settings.
Inventory mutations are tracked under **Admin → Inventory → Mutations**. This log shows every stock movement — inbound receipts, outbound shipments, adjustments, and write-offs — filtered by product and date range.
Current stock levels are available under **Admin → Inventory → Stocks**. Use this to check what is available before confirming an order, identify products running low, or share a stock snapshot with your warehouse partner.
# Give Every Product a Verifiable Identity with Track & Trace
Source: https://docs.avstarna.com/features/track-and-trace
Avstarna's Track & Trace lets customers scan a QR code on any label to verify product origin, LOT number, allergens, and compliance status instantly.
Avstarna's Track & Trace feature gives every product leaving your facility a verifiable digital identity. By scanning a QR code printed directly on the label, anyone in the supply chain — from a retailer's receiving team to an end consumer — can instantly see where a product came from, review key product details, and check allergen information. No login required, no app to install.
## How It Works
When you generate a product label in Avstarna, a unique QR code is automatically embedded. Each label type — product label, box group, mixed-content box, or white-label product — gets its own distinct URL encoded in the QR code.
Apply the label to the product, box, or pallet as part of your normal packing and dispatch process.
Anyone with a smartphone camera can scan the QR code. No Avstarna account is needed. The scan opens a public, mobile-friendly page directly in the browser.
The page displays all relevant product information instantly, giving the scanner everything they need to verify the product's identity and safety.
## What the Track & Trace Page Shows
Every Track & Trace page surfaces the most important information a consumer or supply chain partner needs:
* **Product name and description** — clearly identifies the product and variant
* **Manufacturer** — the company that produced the item
* **EG registry number** — the manufacturer's official registry identifier
* **Expiration date** — the product's use-by or best-before date
* **Barcode** — the product barcode for downstream system lookups
* **LOT number** — the production batch this unit belongs to, enabling full traceability back to the production run
If you also publish a Product Specification (SDS) for the product variant, consumers can access the full nutritional and safety data by visiting your public product specs page — no extra steps required.
## Label Types and Their Public URLs
Avstarna supports four label types, each with its own public Track & Trace URL structure:
| Label Type | Public URL Pattern |
| ------------------- | ---------------------------------------------------- |
| Product label | `/[lang]/track-trace/product-label/[labelProductId]` |
| Box group | `/[lang]/track-trace/box-group/[labelBoxId]` |
| Mixed-content box | `/[lang]/track-trace/box-mix/[labelBoxId]` |
| White-label product | `/[lang]/track-trace/white-label/[labelProductId]` |
The `[lang]` segment reflects the language of the page, so international customers see content in their preferred language where supported.
All Track & Trace URLs are fully public. Anyone with the URL or QR code can access the page — no Avstarna account or password is needed.
## Why Track & Trace Builds Consumer Trust
Transparency is increasingly important to consumers and retail partners. When you ship products with scannable QR codes that lead to real, detailed traceability data, you demonstrate accountability and openness. This is especially valuable for:
* **Retailers and distributors** who need to verify product provenance quickly during goods receipt
* **End consumers** who want to confirm allergen information before eating a product
* **Auditors and inspectors** who require rapid access to production and compliance records
* **Recall scenarios** where you need to communicate quickly and clearly about specific LOT numbers
## Frequently Asked Questions
No. All Track & Trace pages are publicly accessible. Anyone with a smartphone can scan the QR code and view the information instantly.
Yes. The box-mix label type is specifically designed for boxes containing different products. Scanning the QR code on a mixed-content box shows traceability information for the box as a whole.
Yes. The language is determined by the `[lang]` segment in the URL, allowing you to support customers in different regions.
Labels are created through Avstarna's label printing workflow. Once a label is generated and printed, the QR code is ready to scan. See the label printing guide for step-by-step instructions.
# Sync WooCommerce Orders with Avstarna Automatically
Source: https://docs.avstarna.com/features/woocommerce-integration
Connect your WooCommerce store to Avstarna to sync customer orders, manage fulfillment, and keep your manufacturing workflow aligned with online sales.
If you run an online store on WooCommerce, Avstarna's WooCommerce integration closes the gap between your e-commerce sales and your manufacturing operations. Once connected, you can pull your WooCommerce orders directly into Avstarna and manage fulfillment from the same platform you use for production — without switching between systems or manually re-entering order data.
## Connecting Your WooCommerce Store
In Avstarna, navigate to **Admin → API → WooCommerce**.
In your WooCommerce admin, go to **WooCommerce → Settings → Advanced → REST API** and create a new API key. Set the permissions to **Read** and copy the **Consumer Key** and **Consumer Secret**.
Paste the Consumer Key and Consumer Secret into the corresponding fields on the WooCommerce integration page in Avstarna, then save the connection.
Avstarna confirms the connection is active. You will see a **Connected** status next to the Orders sync indicator.
Keep your WooCommerce API credentials secure. Do not share your Consumer Key or Consumer Secret with anyone outside your team. If you suspect they have been compromised, regenerate them in WooCommerce and update the connection in Avstarna immediately.
## Syncing Orders
Once your store is connected, you can sync orders on demand at any time.
* Click **Sync Orders** on the WooCommerce integration page to fetch the latest orders from your store.
* Avstarna retrieves up to **100 orders per page** in each sync. If your store has more than 100 unsynced orders, Avstarna fetches them in paginated batches until all orders are imported.
* Synced orders appear immediately in **Avstarna's order management** section, where you can process them alongside orders from other channels.
Run a sync after every busy sales period — such as after a flash sale or the end of a trading week — to keep your Avstarna order queue up to date before you start planning production runs.
## What Synced Orders Look Like in Avstarna
After a sync, each WooCommerce order appears in your Avstarna order list with the customer's details, line items, quantities, and order status carried over from WooCommerce. You can then:
* Assign orders to production batches
* Generate packing slips and shipping labels
* Update fulfillment status as you pick and pack
All the standard Avstarna order management tools are available for synced WooCommerce orders, so your team works in one place regardless of where the order originated.
## Upcoming: Product Sync
**Product sync is coming soon.** This feature will allow you to sync your Avstarna product catalog directly with your WooCommerce store, keeping product information consistent across both platforms. Stay tuned for updates.
## Frequently Asked Questions
Order sync is currently on-demand. You trigger a sync manually from the WooCommerce integration page. Automatic scheduled syncing is not available at this time.
Avstarna recognises orders that have already been imported and does not create duplicates. You can sync safely at any time without worrying about double entries.
The integration currently supports one WooCommerce store connection per Avstarna account. If you need to connect multiple stores, contact Avstarna support to discuss your options.
You need a WooCommerce store with REST API access enabled, which is available on all standard WooCommerce installations. There are no additional WooCommerce plan requirements beyond having REST API credentials.
# Plan Deliveries, Assign Routes, and Confirm Drop-offs
Source: https://docs.avstarna.com/guides/delivery-planning
Create delivery plans, assign orders to routes, batch deliveries, print driver documents, and confirm each drop-off with a digital signature in Avstarna.
Avstarna's delivery module gives you full control over how packed orders reach your customers. From building a route-based delivery plan to getting a driver's digital signature at the door, every step is handled in one place. This guide covers the full delivery workflow — from creating a plan to confirming the final drop-off.
## Navigate to Delivery
Go to **Delivery** from the main menu to see today's delivery schedule and access all delivery plans. From here you can create new plans, review existing schedules, and manage in-progress deliveries.
## Create a Delivery Plan
From the Delivery page, click **Plan Delivery**. You'll be prompted to select the orders you want to include in this plan. Only orders that have been moved to delivery in the fulfillment workflow will appear here.
If an order is missing from the selection list, confirm that it has been fully packed and moved to delivery from the [Order Fulfillment workflow](/guides/order-fulfillment).
Assign a **route** to the plan and select the **delivery date**. The route defines the geographic or logistical grouping for the driver, while the date sets when the deliveries are scheduled to occur.
Open the delivery plan's detail page and check the **colli map**. The colli map gives you a visual breakdown of which shipping boxes (collis) are assigned to each order in the plan, helping you verify that the van is loaded in the right order for the route.
Use the colli map before loading the vehicle to ensure boxes are stacked with the last stop at the back and the first stop at the front.
## Group Orders into a Delivery Batch
When multiple orders are going to the same area or need to be dispatched together, group them into a **batch delivery**.
From the delivery planning page, select the orders you want to group and create a new batch. The batch detail page shows all included orders alongside their colli counts and delivery addresses.
Generate and print the **Delivery Overview** document from the batch detail page. This document is designed for the driver — it lists all stops, order references, and colli counts in route order.
For each order in the batch, you can print individual documents directly from the order detail page:
* **Packing Slip** — travels inside the shipment for the customer.
* **Picking List** — used for warehouse verification before loading.
## Confirm Delivery
The driver opens the batch or order detail on their device. Each order in the batch can be confirmed individually, allowing partial deliveries to be completed if a customer is unavailable.
Use the **customer check-in flow** to verify the delivery at the customer's site. This step records the delivery against the correct customer account before the signature is captured.
Use the **SignaturePad** to collect a digital signature from the driver or the customer on-site. The signature is stored against the order record in Avstarna and serves as proof of delivery.
If a physical signature is not possible, you can use the **QR for sign** option. The print layout includes a QR code that the customer scans to sign digitally from their own device.
Once the signature is captured, confirm the delivery for the order. Repeat for each order in the batch. Confirmed orders move automatically to **Done Orders** in the orders list.
## Track and Trace for Customers
Every label printed through Avstarna includes a QR code that enables **Track & Trace**. Customers scan the QR code on their label to view traceability information tied to their order — including LOT number, production batch, and delivery confirmation.
No setup is required on your end. Track & Trace is active automatically for all orders that have been processed through the standard fulfillment and label printing workflow.
Delivery confirmation with a signature is the authoritative record of a completed delivery. Ensure the driver captures a signature for every order before leaving the customer site — unsigned deliveries cannot be automatically moved to Done status.
# How to Track and Manage Your Warehouse Stock in Avstarna
Source: https://docs.avstarna.com/guides/inventory-management
Add and remove inventory using barcode scanning, view live stock levels, run inventory snapshots, and review the full mutations log in Avstarna.
Avstarna's inventory module gives you a live view of everything in your warehouse — what's in stock, what's been moved, and a full log of every change. You can add and remove stock using a hand scanner, a camera, or manual entry. For periodic reconciliation, the snapshot tool lets you do a physical count and sync it with your records.
Navigate to **Inventory** from the main menu to access all inventory features.
## Adding and Removing Inventory
Use **Add to inventory** when new stock arrives or production output is ready to be recorded.
Go to **Inventory** and click **Add to inventory**.
Choose your preferred scanning method (see the **Scanning Methods** section below) to identify the product sub-variation. The matching SKU will populate automatically.
Avstarna displays the scanned boxes as a list. Unresolved items (barcodes not found in your catalog) are highlighted so you can investigate before saving.
Once scanning is complete and you have reviewed the list, click **Approve**. The addition is immediately recorded and reflected in current stock levels.
Use **Remove from inventory** to record stock that has been shipped, consumed, or written off.
Go to **Inventory** and click **Remove from inventory**.
Scan or enter the product sub-variation using your preferred method.
Review the items to be removed, then confirm the removal. The change is logged in the mutations history and stock levels update immediately.
Removals cannot be undone automatically. If you record a removal in error, you will need to add the quantity back manually. Double-check the SKU and quantity before saving.
## Scanning Methods
Avstarna supports three ways to identify a product when adding or removing inventory:
Connect a USB or Bluetooth barcode scanner to your device. When the scan field is active, scan the barcode on the product box or label. The SKU is identified instantly — no additional typing required. This is the fastest method for high-volume warehouse operations.
On devices with a camera (tablets, phones, desktop webcams), select the **Mobile/Desktop camera** option to open the built-in barcode reader. Hold the camera over the barcode until it locks on. Useful when a dedicated hand scanner is not available.
Type the SKU or product code directly into the search field. Avstarna will match it against your catalog and display the correct sub-variation. Use this as a fallback if a barcode is damaged or unavailable.
Manual entry supports partial matching — you can type a few characters of the product name or SKU and select from the filtered results.
## Viewing Stock Levels
The **Stocks** page shows your current on-hand quantity for every product. Use the search and filter tools to narrow by product name, category, or tag. Each row displays the sub-variation, current quantity, and storage type (Frozen, Fresh, Cool, or Dry).
If a sub-variation's stock falls below its configured minimum stock threshold, it will be highlighted so you can act quickly.
The **Summary** page gives a per-sub-variation breakdown that includes stock history over time. Use this view to spot trends — for example, a product that regularly drops to zero before the next production run may need a higher minimum stock setting or a more frequent production schedule.
## Running an Inventory Snapshot
Snapshots are physical inventory counts that you reconcile against your digital records. Run a snapshot whenever you need to verify actual warehouse stock — at month-end, after a large shipment, or as part of a routine audit.
Go to **Inventory → Snapshots** and click **Add Inventory Snapshot**. Give the snapshot a name and the date of the count.
Walk through the warehouse and scan each box using your hand scanner. Avstarna groups boxes into **Box Groups** — physical groupings of product boxes that can be tracked together — so scanning a group counts all boxes within it at once.
Refer to the in-app **Guide** page (accessible from the Snapshots section) for a step-by-step walkthrough of the scanning process, including how to configure your scanner for storage mode.
After scanning, open the snapshot to review the counted quantities. Click **Edit snapshot** to correct any scan errors or add items that were missed.
If you have count data in a spreadsheet (for example, from a separate counting sheet), use **Upload Data** to import it directly. Once the snapshot is accurate, finalise it to lock the record and update your inventory summary.
Assign snapshot tasks to specific workers using the To-do list in the Inventory section. This ensures counts are scheduled, assigned, and tracked — rather than done ad hoc.
## Reading the Mutations Log
Every stock change — additions, removals, and snapshot adjustments — is recorded in the **Mutations** log. Navigate to **Inventory → Mutations** to see a chronological list of all events.
Each mutation entry shows the date and time, the sub-variation affected, the quantity change, the type of mutation (add, remove, or adjustment), and the user who recorded it. Use the date filter to narrow the log to a specific period, or search by product to see the full history of a single SKU.
The mutations log is read-only and cannot be deleted. This ensures a complete, tamper-evident audit trail of all stock movements across your warehouse.
# Print Product and Box Labels for Your Manufacturing Line
Source: https://docs.avstarna.com/guides/label-printing
Print product labels, box labels, and white labels in Avstarna — 50x80mm or 105x37mm formats with LOT numbers, barcodes, and allergy info included.
Avstarna's label printing system covers every stage of your manufacturing and fulfillment process. From individual product units leaving the production line to full mixed-product boxes heading out for delivery, you can configure, preview, and print the right label in the right format — all without leaving the platform.
## Label Types
Use a **product label** for individual product units. It carries all the essential traceability information: product name, PBN, LOT number, expiration date, a scannable barcode, QR code, allergy icons, weight, and storage temperature. Available in **50×80mm** and **105×37mm** formats.
Use a **box label** when labelling a full box containing a single product. It mirrors the product label layout but is designed for box-level identification. You can also group multiple box labels together using the **Box Group** feature to print a consolidated label set for a pallet or shipment.
Use a **box mix label** when a box contains more than one product type. This label summarises the mixed contents and ensures the box can be correctly identified and sorted during receiving or delivery.
Use a **bundle mix label** for bundles within an order. Access this label type from the bundle detail page inside an order. It's designed to travel with the bundle through the packing and delivery stages.
Use a **white label** for OEM or private-label production runs. The white label prints all standard product information but omits Avstarna branding, making it suitable for customer-branded packaging. See the [White Labels for OEM Use](#white-labels-for-oem-use) section below for configuration details.
## Where to Access Label Printing
You can reach the label printing interface from several places in Avstarna depending on where you are in the workflow:
* **Product sub-variation detail page** — Navigate to a product's sub-variation and scroll to the label section to print labels for that specific variation.
* **Order detail → Bundle detail → Label page** — Open an order, select a bundle, and access its label page to print bundle mix labels.
* **Production workflow** — Labels are available at the packaging stages of production, so operators can print directly as units come off the line.
* **Inventory flow** — When adding or removing stock through the inventory module, you can print labels as part of the add/remove flow to ensure items are labelled at the point of entry.
## Configure and Print a Label
Navigate to the label section for your product, bundle, or inventory item using one of the access points above. The label form loads automatically with the product's stored information pre-filled.
Choose the expiration date for this print run. Avstarna offers multiple expiration date options — select the one that matches the batch you're labelling.
Confirm or enter the LOT number for the batch. This value is printed on the label and encoded in the barcode and QR code for full traceability.
Select your target label size:
* **50×80mm** — compact format, suited for small product units or tight packaging.
* **105×37mm** — wide format, suited for boxes and larger surfaces.
If your printer uses pre-cut label sheets, match the size to your sheet format before printing to avoid misalignment.
Enter the number of labels to print. If this is a customer-specific run, fill in the customer details field — these appear on the label where applicable.
Use the **AltForm** toggle if you need an alternative label layout, such as a different field arrangement for a specific customer or retailer requirement.
Avstarna renders the label template at your chosen size in the browser's print view. Review the preview to confirm all fields are correct — barcode, QR code, allergy icons, weight, and storage temperature — then send to your label printer.
## White Labels for OEM Use
When producing for a private-label customer, select the **White Label** type from the label form. The output includes all regulatory and traceability fields (product name, PBN, LOT, expiration, barcode, QR code, allergy icons) but removes all Avstarna platform branding from the printed label.
Ensure your OEM customer has approved the label layout before committing to a full print run. White label layouts cannot be recalled once printed and applied to packaging.
White labels are available in both size formats and support the same expiration date options, LOT entry, and customer detail fields as standard labels.
# How to Build and Manage Your Product Catalog in Avstarna
Source: https://docs.avstarna.com/guides/managing-products
Create products, configure variants and sub-variations, set allergy information, and keep your Avstarna catalog organized and ready for production.
Your product catalog is the foundation of everything in Avstarna — from production planning to inventory tracking and customer pricing. Products are structured in three layers: a **parent product**, one or more **variations**, and **sub-variations** (the specific SKUs you stock and ship). This guide walks you through building that structure from scratch and configuring each level correctly.
## Create a Parent Product
The parent product holds the top-level identity of an item — its name, URL slug, and category. Think of it as the product family.
Go to **Catalog → Products** in the left navigation menu.
Click **Add Product**. Fill in the following fields:
* **Name** — the full product name as it appears across the platform.
* **Slug** — a URL-friendly identifier (e.g., `whole-milk-2l`). This is auto-generated but can be edited.
* **Category** — select the appropriate category to keep your catalog organized and filterable.
Click **Save**. The parent product now appears in your catalog and is ready for variations.
## Add Variations and Sub-Variations
Variations represent a meaningful distinction within a product family — for example, size or packaging type. Sub-variations are the actual SKUs beneath each variation, each with their own stock tracking, label configuration, and minimum stock threshold.
From **Catalog → Products**, click the product you just created.
Click **Add Variation** and enter a label that describes the differentiating attribute — for example, *500g* or *Glass Bottle*. Save the variation.
Inside the variation, click **Add Sub Variation**. Configure:
* **Label** — the specific SKU name or code.
* **Label config** — defines what appears on the product label when printed.
* **Minimum stock** — the threshold below which Avstarna will flag low stock for this SKU.
On the sub-variation detail page, assign one or more **Tags** to enable filtering across the catalog and inventory views. Tags are shared across your account — you can create new ones here or reuse existing ones.
Use consistent naming conventions for your variations and sub-variations from the start. For example, always list size before packaging type (*250g – Bag*, *250g – Box*). This keeps your catalog readable as it grows.
## Configure Product Information Pages
Each parent product has four dedicated information pages. Keep these up to date — they feed into label generation, customer-facing documentation, and regulatory compliance workflows.
Open the product and navigate to the **Allergy Info** tab. Record any allergens present in or potentially cross-contaminated with this product. This data can appear on printed labels depending on your label config.
The **Nutrition Facts** page stores per-serving nutritional data. Fill in values for energy, fat, carbohydrates, protein, and any other required fields for your market.
The **Contaminations** page logs any known contamination risks associated with the product, useful for internal quality control records.
Record microbiological test parameters and limits on the **Microbiological Data** page. This is especially relevant for fresh and frozen product lines.
Storage type (Frozen at –18°C, Fresh, Cool, or Dry) is set at the sub-variation level and directly affects what information is included on the printed label. Make sure to set this before generating any labels.
## Organize Materials and Pricing
Navigate to **Catalog → Materials** to manage the raw ingredients or components linked to your products. Linking materials to products enables traceability between what you purchase, what you produce, and what you ship. Create a material entry for each input, then associate it with the relevant products during production setup.
Go to **Catalog → Pricing** to create and manage customer-specific price lists. Each price list can be assigned to a customer group or individual sub-customer. This lets you maintain different pricing tiers — for example, wholesale vs. retail — without duplicating product records.
Use **Customer Groups** under the Customers section to segment your buyers before building price lists. Assigning a price list to a group is faster than setting individual customer prices.
# Fulfill Customer Orders from Picking List to Delivery
Source: https://docs.avstarna.com/guides/order-fulfillment
Process a customer order end-to-end in Avstarna: review the picking list, pack collis, print documents, confirm delivery, and generate an invoice.
Every customer order in Avstarna moves through a defined workflow — from the moment it appears in your orders list to the final delivery confirmation and invoice. Whether an order arrives through a WooCommerce sync or was entered manually, the fulfillment steps are the same. This guide walks you through the entire process from start to finish.
## Open Your Orders
Navigate to **Orders** from the main menu to see all active orders. The list is divided into **Active Orders** and **Done Orders**, so you always have a clear view of what still needs attention. Click any order to open its detail page, where you'll find the order ID, customer information, scheduled delivery date, and current status.
You can update the delivery date directly from the order detail page if the customer requests a change before the order is dispatched.
## Sync Orders from WooCommerce
If you use the WooCommerce integration, click **Fetch** from the Orders page to pull the latest orders from your WooCommerce store into Avstarna. Manually created orders are always visible immediately without needing a sync.
## Fulfill an Order
Open the order detail page. The **order items** section acts as your picking list — it lists every product and quantity that needs to be gathered for this order. Review it carefully before moving to the warehouse floor.
Use the **Order Preparation** control to set the order to in progress. This signals to your team that picking has started and timestamps the action for your audit trail.
Collis are the physical shipping boxes you'll pack the order into. From the order detail page, select **Add Colli** and add as many boxes as the order requires. Each colli can be individually tracked through packing and delivery.
With your collis created, assign **bundles** to each one. A bundle groups specific products together inside a box. Distribute bundles across your collis according to the order's packing requirements.
Before heading to pick, print both documents:
* **Picking List** — a warehouse-facing document listing every item to collect.
* **Packing Slip** — a customer-facing document included in the shipment.
Both are available as PDFs directly from the order detail page.
Open the **Picked Status** page for the order and mark each item as picked as your team collects it from the warehouse. This gives you a real-time view of picking progress and ensures nothing is missed before packing.
Once the order is fully picked and packed, generate the invoice from the order detail page. Review the line items, then send it to the customer directly from Avstarna.
When the order is packed and invoiced, use the **Move to Delivery** action to hand it off to the delivery workflow. The order will appear in your delivery planning queue, ready to be assigned to a route.
See the [Delivery Planning guide](/guides/delivery-planning) to learn how to assign orders to routes and confirm delivery with a driver signature.
Once the driver reaches the customer, delivery is confirmed through the **SignaturePad** — the customer or driver signs directly on the screen, and the signature is recorded against the order. The order then moves to your **Done Orders** list automatically.
## Audit Trail and Reports
Every order supports a **prepare log** submission, which captures key fulfillment actions and timestamps for audit purposes. You can submit the prepare log from the order detail page once preparation is complete.
Avstarna also generates order reports that summarise the full fulfillment lifecycle. Use these reports for internal quality checks, customer queries, or compliance documentation.
Always submit the prepare log before moving an order to delivery. Missing log entries can create gaps in your audit trail that are difficult to reconstruct after the fact.
# How to Record and Track a Production Batch in Avstarna
Source: https://docs.avstarna.com/guides/production-workflow
Step-by-step guide to running a production batch in Avstarna: create a PBN, register inventory output, record transactions, and maintain traceability.
Every production run in Avstarna is tracked through a **Production Batch Number (PBN)** — a unique identifier that ties together output records, inventory, and distribution data for a single batch. Whether you're running a small daily production or a large weekly run, the PBN workflow gives you full traceability from the factory floor to the warehouse.
The production workflow in Avstarna follows two sequential stages:
1. **Output & Distribution** — where you create the PBN, record what was produced, and log distribution transactions.
2. **Inventory Registration** — where finished production is registered as warehouse stock, linked to the PBN for traceability.
Navigate to **Output** from the main menu to access both stages.
## Step-by-Step: Running a Production Batch
Go to **Output** and click **Add Record**. You will be asked whether your PBN has already been printed or is handwritten (not yet recorded):
* **Handwritten (PBN not yet recorded)** — select this to create a brand-new PBN record.
* **Printed (PBN already recorded)** — select this to find and reuse an existing PBN.
If creating a new PBN, fill in:
* **Product** — select the product being produced in this run.
* **Production Batch Number** — enter your PBN. Use a consistent naming convention (e.g., `YYYYMMDD-ProductCode-Run#`) to make batches easy to find and sort later.
Click **Create** to save the PBN. It now appears in the Output overview.
Establish a standard PBN naming convention across your team early on. Consistent batch names make searching, filtering, and audit reporting significantly easier.
Open the PBN record from the Output overview. In the **Action** panel on the right, click **Register Inventory**. This opens the inventory registration form, where you can:
* Confirm the PBN the inventory is linked to.
* Assign the registration tasks to the relevant workers.
Submitted inventory tasks appear in the **Inventory Registration** workflow, where workers can complete them.
If the PBN you need already exists and is linked to previous inventory, the action panel will show the existing inventory records so you can navigate directly to them.
Back on the PBN detail page, open the **Distribution Record** section to log the quantities produced. Enter:
* **Crates** — the number of crates in this batch.
* **Approx. items per crate** — to calculate the total item count.
* **Total items** — the confirmed total output for this batch.
* **Disposed** / **Internal use** — any units written off or consumed internally.
Click **Edit** to save the transaction record. This finalises the output record and makes the batch available for distribution planning.
If the actual output differs from your planned quantity, record the real figures. Avstarna tracks totals per batch so you can identify yield trends over time.
Navigate to **Output → Inventory Registration** and open the task created in step 2. Workers complete the registration by confirming the product, quantity, and storage details. Once saved, the stock levels on the Inventory page update immediately and the inventory record is linked back to the PBN.
## Traceability and Batch Linking
Linking inventory records to a PBN gives you end-to-end traceability: you can trace any unit in stock back to the exact batch it came from and when it was produced. This is critical for quality recalls, customer queries, and regulatory audits. Always confirm the PBN is correctly associated before saving an inventory record.
From the **Output** overview, use the search bar to look up batches by PBN or product name. The list view shows each batch alongside its creation date and linked product, so you can quickly identify any batch that needs attention.
# Avstarna: Manufacturing Management for Every Factory Floor
Source: https://docs.avstarna.com/introduction
Avstarna is a cloud-based manufacturing management platform covering production, inventory, orders, and labeling — designed for manufacturers of all sizes.
Avstarna is an all-in-one cloud-based manufacturing management platform built to give you complete visibility and control over every stage of your production operation. Whether you run a small food production facility, a textile workshop, or a large-scale machinery manufacturer, Avstarna brings your production batches, inventory, orders, labeling, and financials into a single, easy-to-use dashboard — so you spend less time juggling spreadsheets and more time making things.
## Who Avstarna Is For
Avstarna is designed for manufacturers of all sizes and industries — food and beverage producers, cosmetics and chemical formulators, textile and garment makers, electronics assemblers, and general machinery manufacturers. If your business involves transforming raw materials into finished goods, tracking what you made, when you made it, and what it cost, Avstarna was built for you.
It works equally well for a sole operator running a single production line and a growing business managing a team of workers across multiple workflows.
## The Problems Avstarna Solves
Modern manufacturing involves a lot of moving parts. Avstarna brings them together:
* **Fragmented tracking** — Stop recording production batches in notebooks or disconnected spreadsheets. Avstarna gives every batch a unique Production Batch Number (PBN) and ties it to your inventory, orders, and delivery records automatically.
* **Inventory blind spots** — Know exactly what raw materials and finished goods you have on hand at any moment, with real-time inventory updates driven by your production activity.
* **Order and delivery chaos** — Manage customer orders, plan deliveries, and generate the documentation you need — all from one place.
* **Labeling and compliance gaps** — Create accurate product labels and maintain detailed Product Specifications (SDS) that keep you audit-ready.
* **Finance and invoicing overhead** — Generate invoices and access financial reports without switching to a separate accounting tool.
## Key Features at a Glance
Avstarna covers every major area of your manufacturing operation from a single sidebar:
* **Analytics** — Real-time production and business performance dashboards
* **Catalog** — Product specifications (SDS) and product management
* **Inventory** — Raw material and finished goods tracking
* **Orders** — Customer order management end-to-end
* **Production (Output)** — Production Batch Number (PBN) recording and tracking
* **Delivery** — Delivery planning and logistics coordination
* **Finance** — Invoicing and financial reporting
* **Settings** — Company profile, team management, and preferences
## Try Avstarna Free for 14 Days
Every new account starts with a full-featured 14-day free trial — no setup fees, no credit card required, and no obligation. After your trial, choose the plan that fits your operation.
| Plan | Price | Best For |
| ------------ | ----------------- | ------------------------------------------- |
| **START** | Free | Solo operators, up to 5 product specs |
| **PRO** | €40/mo or €480/yr | Growing teams with full feature access |
| **BUSINESS** | €75/mo or €900/yr | Larger operations needing advanced capacity |
You can cancel anytime. Upgrades and downgrades take effect immediately.
## Ready to Begin?
Get your account set up and record your first production batch in under 15 minutes.
Configure your company profile, invite your team, and set your language preference.
Apply for your Avstarna account and start your free 14-day trial today.
# Get Started with Avstarna: Your First Production Batch
Source: https://docs.avstarna.com/quickstart
Set up your Avstarna account, configure your company, add your first product, and record your first production batch in under 15 minutes.
Avstarna gets you from sign-up to your first recorded production batch in just a few steps. This guide walks you through requesting access, logging in, configuring your company, adding a product, and capturing your first Production Batch Number (PBN) — everything you need to start managing your manufacturing operation right away.
Avstarna uses a request-based sign-up process to ensure every account is set up for success.
1. Go to [avstarna.com/en/request-access](https://avstarna.com/en/request-access).
2. Fill in your name, company details, and contact information.
3. Submit your request. You will receive your login credentials by email, typically within one business day.
Every new account includes a full-featured 14-day free trial. No credit card or setup fee is required to get started.
Once you receive your credentials:
1. Open your browser and navigate to [avstarna.com](https://avstarna.com).
2. Enter your email address and password on the login screen.
3. After a successful login, you land on your admin dashboard at `/[lang]/admin` — the central hub for your entire manufacturing operation.
Avstarna is available in English and Dutch. You can switch your language at any time from the **Settings** area of the sidebar.
Before you start adding products or recording production, fill in your company details so that labels, invoices, and reports carry accurate information.
1. In the sidebar, navigate to **Settings → Company Profile**.
2. Enter your **company name**, **address**, **VAT ID (Tax)**, and **Registry Number (EG)**.
3. Upload your **company logo or avatar** — this appears on generated documents and labels.
4. Click **Save** to apply your changes.
Your company profile information appears on invoices, delivery documents, and product labels. Completing it now saves you time later.
Product Specifications define the products you manufacture — their ingredients, properties, and labeling information.
1. In the sidebar, navigate to **Catalog**.
2. Click **New Product** (or the **+** button).
3. Enter your product's name, description, and any relevant specification details.
4. Save the product specification.
On the free START plan, you can create up to 5 product specifications. Upgrade to PRO or BUSINESS for unlimited products.
Inventory in Avstarna tracks the raw materials and finished goods that flow through your production process.
1. In the sidebar, navigate to **Inventory**.
2. Review the existing inventory list (it will be empty on a new account).
3. Click **Add Item** to record your starting stock of a raw material or component.
4. Enter the item name, quantity, and unit of measure, then save.
Repeat this step for each material you plan to use in your first production run.
A Production Batch Number (PBN) is Avstarna's way of tracking a single production run from start to finish. Every batch gets a unique PBN tied to a product, a date, and the materials consumed.
1. In the sidebar, navigate to **Output** (Production).
2. Click **New Batch** or **New PBN**.
3. Select the product specification you created in Step 4.
4. Enter the batch quantity, production date, and any relevant notes.
5. Confirm the materials consumed — Avstarna automatically deducts these from your inventory.
6. Save the batch record.
Once saved, your PBN is logged permanently. Inventory levels update immediately to reflect the materials used in the batch.
You've completed the essential setup. From here, explore what else Avstarna can do for your operation:
Create and manage customer orders linked to your products and batches.
Plan and coordinate deliveries directly from your order records.
Generate invoices and review financial reports tied to your production.
Monitor production performance and business metrics in real time.
If you encounter any issues during sign-up or setup, contact Avstarna support through the help menu in your dashboard. Do not share your login credentials with anyone — use the team management feature to give workers their own PIN-based access.
# Configure Your Company Profile in Avstarna
Source: https://docs.avstarna.com/settings/company-profile
Set up your company name, address, VAT and registration numbers, and logo in Avstarna so they appear correctly on invoices, labels, and delivery documents.
Your company profile is the foundation of every document Avstarna generates. Once set up, your company name, address, and registration details automatically populate invoices, packing slips, picking lists, and product specification headers — so you never have to enter them twice.
## Navigate to Company Settings
Go to **Settings → Company** in your Avstarna admin panel. If this is your first time, you'll be prompted to create a new company profile. If a profile already exists, you'll land directly in the edit view.
## Fill In Your Company Details
Type your official trading or legal name in the **Company Name** field. This name appears on all customer-facing PDF documents, so make sure it matches what your customers expect to see.
Provide a **Company Email** address. This email is associated with your company profile and may be used on documents and communications sent to your customers.
Complete all address fields:
* **Street and number** — the primary street address of your business
* **Apt / Building** — suite, floor, or building name (optional)
* **City** — your business city
* **Postcode** — your postal or ZIP code
* **Country** — select your country from the dropdown
Avstarna uses this address as the sender address on delivery documents and in PDF headers.
Enter your **VAT ID** (also known as your BTW number in Dutch). This is printed on invoices as required by tax regulations in most jurisdictions.
Enter your **Registry Number (EG)** — your official company registry number. This provides your customers with a verifiable business identity on formal documents.
If applicable, enter your **KVK ID** — your Dutch Chamber of Commerce registration number (Kamer van Koophandel). This field is especially relevant for businesses registered in the Netherlands.
Click the logo upload area to select your company logo. Avstarna displays your logo in PDF headers and on printed labels.
Accepted formats are **PNG, JPEG, and WebP**. Your file must be between **100 bytes and 500 KB**. If your upload is rejected, check that the file is not too large or an unsupported format such as SVG or GIF.
For best results, use a logo with a transparent or white background and a horizontal layout, as it will be rendered in a narrow header band on documents.
Click **Save** to apply your changes. Your details take effect immediately on all newly generated documents.
## Where Your Company Profile Appears
Once saved, your company information is automatically included on the following documents:
| Document | What appears |
| -------------------- | ------------------------------------------------ |
| Invoices | Company name, full address, VAT ID, KVK ID, logo |
| Packing slips | Company name, address, logo |
| Picking lists | Company name, logo |
| Product spec headers | Company name, logo |
Keep your company profile up to date whenever your business address or registration details change. Outdated information on invoices can cause compliance issues or confuse customers.
## Edit an Existing Profile
You can return to **Settings → Company** at any time to update any field. Changes are applied to all documents generated after you save — previously issued documents are not retroactively updated.
If you change your company name or VAT ID, inform your accounting team before saving. These fields directly affect the legal validity of invoices you've already sent.
# Set Your Language Preference in Avstarna
Source: https://docs.avstarna.com/settings/language
Avstarna supports English and Dutch. Learn how to change your language preference so that the dashboard, PDFs, and email communications match your team's language.
Avstarna is available in **English** and **Dutch**. Your language preference is set per user, so each team member can work in their preferred language independently. When you change your language, it updates the dashboard interface, all PDF documents you generate, and the email notifications you receive.
## Change Your Language
You can update your language preference in two places:
* **Settings → Language** in the admin panel
* The **language selector in the main navigation header** (available on every page)
Both options apply the change immediately — no page reload or logout required.
Navigate to **Settings → Language**, or click the language selector in the top navigation bar.
Choose from the available options:
| Language | Code |
| ------------------ | ---- |
| English | `en` |
| Dutch (Nederlands) | `nl` |
Click **Save** (when using the Settings page) or select directly from the nav dropdown. The interface switches to your chosen language straight away.
## What the Language Setting Affects
Your language preference cascades through every part of Avstarna that generates text:
| Area | Effect |
| ------------------- | ------------------------------------------------------------------------------------------------- |
| Dashboard & UI | All labels, menus, buttons, and status messages display in your chosen language |
| PDF documents | Invoices, packing slips, picking lists, and product spec documents are generated in your language |
| Email notifications | System emails — such as task assignments and order confirmations — are sent in your language |
Language is a **per-user setting**, not a company-wide setting. If your team members need different languages, each person can set their own preference independently. This is especially useful for international teams working from the same Avstarna account.
## Language and PDF Documents
When you generate a PDF — such as an invoice or a packing slip — Avstarna uses the language preference of the **admin user who generates the document** at that moment. If you need a specific document in Dutch, ensure your language is set to Dutch before generating it.
If you regularly produce documents for both Dutch and international customers, consider creating dedicated user accounts for each language workflow. This keeps your document languages consistent without manually switching back and forth.
## Switching Back
You can switch languages as often as you need. There are no restrictions on how frequently you change your preference. Simply return to **Settings → Language** or use the nav header selector at any time.
# Avstarna Pricing Plans: START, PRO, and BUSINESS
Source: https://docs.avstarna.com/settings/pricing-plans
Compare Avstarna's manufacturing management plans — from the free START plan to PRO at €40/month and BUSINESS at €75/month — and choose the right fit for your team.
Avstarna offers three plans designed to grow with your manufacturing operation. Whether you're just getting started with digital product specifications or running a fully integrated production environment, there's a plan sized for your needs. All plans include a **14-day free trial** with no setup fees and no hidden costs.
## Plan Comparison
| Feature | START | PRO | BUSINESS |
| ---------------------------------- | :-----: | :-------: | :-------: |
| **Price** | Free | €40/month | €75/month |
| **Annual price** | Free | €480/year | €900/year |
| **Product specifications** | Up to 5 | Unlimited | Unlimited |
| **Manage product specs** | ✓ | ✓ | ✓ |
| **Use & view product info** | ✓ | ✓ | ✓ |
| **Online publication visibility** | ✓ | ✓ | ✓ |
| **Direct link to product/website** | ✓ | ✓ | ✓ |
| **Management dashboard** | — | ✓ | ✓ |
| **Periodic quality review** | — | ✓ | ✓ |
| **API connections (ERP/CRM) \*** | — | — | ✓ |
| **Multiple languages \*** | — | — | ✓ |
| **Custom solutions \*** | — | — | ✓ |
\* API connections, multiple languages beyond English and Dutch, and custom solutions on the BUSINESS plan are quoted separately — the cost is added to your subscription based on your specific requirements. Contact the Avstarna team for a personalised quote.
## Plan Details
### START — Free
The START plan is ideal if you're evaluating Avstarna or managing a small product catalogue. You can create up to **5 product specifications** and access all core visibility features, including online publication and direct product links. No payment details are required to get started.
### PRO — €40/month
The PRO plan removes all limits on product specifications and adds the **management dashboard** for a real-time operational overview. You also gain access to **periodic quality reviews**, which help you maintain consistency across your product range. This plan suits growing manufacturers who need more than a basic spec library.
### BUSINESS — €75/month
The BUSINESS plan includes everything in PRO, plus **API connections** to your existing ERP or CRM systems, support for **multiple languages** beyond English and Dutch, and access to **custom solutions** tailored to your workflows. If your team uses external platforms for resource planning or customer management, this plan lets Avstarna fit seamlessly into your existing stack.
If you pay annually, you lock in your monthly rate with no price changes for the year. The PRO annual plan works out to €480/year and BUSINESS to €900/year.
## Request a Custom Quote
If your operation has requirements that go beyond the BUSINESS plan — such as enterprise-level integrations, dedicated support, or bespoke workflow automation — you can request a personalised quote. Submit your details and the Avstarna team will reach out to discuss your needs and build a custom pricing package.
## Start Your Free Trial
Every plan includes a **14-day free trial**. You can explore the full feature set of your chosen plan before committing. No credit card is required to start the trial, and you won't be charged automatically when it ends.
***
## Frequently Asked Questions
Yes. You can upgrade or downgrade your plan at any time from your account settings. Changes take effect at the start of your next billing cycle. There are no penalties for switching plans.
No. Avstarna charges no setup fees, no onboarding fees, and no hidden costs. You pay only the listed monthly or annual plan price. Any quoted add-ons — such as API connections or custom language support on the BUSINESS plan — are agreed and disclosed before any charges apply.
Once you've created 5 product specifications on the START plan, you'll need to upgrade to PRO or BUSINESS to add more. Your existing specifications and data are preserved when you upgrade — nothing is lost.
The Avstarna team is continuously adding new features. Some upcoming features will be included in existing plans, while others may be introduced as add-ons. You'll be notified before any new charges are applied to your account.
The periodic quality review is a structured process within Avstarna that prompts you to review and validate your product specifications on a regular schedule. It helps you catch outdated or inconsistent data before it reaches production or your customers.
The BUSINESS plan includes native API connectivity to ERP and CRM platforms, allowing Avstarna to exchange product data, order information, and inventory updates with your existing systems. The exact setup depends on your platform, and costs are quoted separately and added to your subscription. Contact the Avstarna team to discuss your specific integration requirements.
# Add and Manage Your Team Members in Avstarna
Source: https://docs.avstarna.com/settings/team-workers
Invite workers to Avstarna, assign them roles, and enable PIN-based login so your production floor team can access their tasks without a full account.
Avstarna separates your team into two tiers: **admins**, who manage the full platform, and **workers**, who are sub-users that log in with a PIN code on a shared device. This makes it easy to give your production floor, warehouse, or packaging team fast, secure access to only the tasks they need — without handing out individual email-based accounts.
## Navigate to Team Settings
Go to **Settings → Workers** in your Avstarna admin panel. You'll see a list of all existing workers along with their assigned roles and current status.
## Add a New Worker
On the Workers page, click the **Add Worker** button to open the new worker form.
Provide the worker's name. This is the name that appears in task assignments, worker lists, and activity logs.
Select a role from the **Role** dropdown. Roles determine what tasks and areas of the platform the worker can access.
Roles are configured in the **Catalog** section of your admin panel under Customers. If you don't see the role you need, set it up there first before adding the worker.
You can attach one or more **role tags** to each worker to further refine their access and group them in reports or task views.
Click **Save**. Avstarna automatically generates a **PIN code** for the new worker. Share this PIN with the worker so they can log in on a shared device.
## How PIN-Based Login Works
Workers do not need an email address or password. Instead, they log in using their assigned PIN code on a shared device — typically a tablet or touchscreen terminal on the production floor.
* Workers select their name from the worker list on the shared device
* They enter their PIN to authenticate
* They are taken directly to a **task-based interface** showing only the work assigned to them
The worker interface is intentionally simplified. Workers see only their assigned tasks — production jobs, inventory work, or packaging steps — rather than the full admin dashboard.
## Manage Existing Workers
From the Workers list you can view and manage each worker's profile. Click a worker's name to open their record, where you can:
* **Edit** a worker's name, role, or tags at any time
* **Reset their PIN** if they've forgotten it or if a device has been compromised
* **Delete** a worker record to remove their access when they leave your team
| Action | Where to find it |
| ------------------- | ----------------------------------- |
| Edit worker details | Click the worker's name → Edit |
| Reset PIN | Click the worker's name → Reset PIN |
| Delete worker | Click the worker's name → Delete |
When a team member leaves, remove their worker profile promptly to prevent PIN access on shared devices.
Deleting a worker is permanent. If you want to retain the worker's activity history while preventing future access, consider updating their PIN instead and storing it securely until you decide to remove the record.