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Order management and fulfillment in the Allegro Warehouse
How we accept products to the Allegro Warehouse
Check how we accept products to the Allegro Warehouse. Learn what information you can find in the ASN details.
Check the table below to see when we accept deliveries to Allegro Warehouse.
| from January to October | from November to December | |
|---|---|---|
| working days | from January to October from 6:00 a.m. to 10:00 p.m. |
from November to December from 6:00 a.m. to 10:00 p.m. |
| Saturdays | from January to October no acceptance |
from November to December from 6:00 a.m. to 2:00 p.m. |
| Sundays | from January to October from 6:00 a.m. to 8:00 p.m. |
from November to December from 6:00 a.m. to 8:00 p.m. |
We accept products within 5 calendar days from their delivery to the warehouse carried out by you or a courier company.
Delivery status in the ASN list tab
You can find information about products from your ASN in the ASN list tab. Next to each ASN, you can find information about its status:
- pending delivery — that means your delivery has not reached the Allegro Warehouse yet
- unpacking — that means your delivery has reached the warehouse and we are unpacking and scanning products. Once your products start being shelved, we will regularly update the inventory and activate your offers
- completed — that means products from that ASN are already available for sale
- draft — that means a given ASN has not been completed. When you click its number, we will redirect you to the page on which you completed generating the ASN.
ASN details
If you click the ASN number, we will display its details. Depending on the status — you will see different views.
IIn the case of ASNs with the status peding delivery, you can download labels. You can choose between PDF and ZPL format. Learn how to correctly place labels on boxes here.
In the case of ASNs with the status unpacking or completed, you can download the discrepancies report. Learn more about it below.
In details of each ASN, you can also find the Products in advance ship notice section.
In that section, we will display a list of products from the ASN and the number of products with the status:
- expected — products you declare in the ASN
- received — all products that reached the warehouse (regardless of their condition, for example: damaged or rejected products), including surpluses and shortages
- surplus — products over the number of products declared in the ASN (regardless of their condition) — the difference between expected and received products
- shortage — products that are missing compared to the number of products declared in the ASN — the difference between expected and received products
- damaged — products accepted for storage in the warehouse with damage that makes them not suitable for sale
- rejected— products that are not approved for sale for reasons other than damage (for example, because their expiration date is too short)
- to sell — products on sale — the number of items by which we will increase the inventory level (available) in the inventory.
If we find a surplus, shortage, damage or rejection — you will see a red message about the discrepancy next to a given product. If you want to learn more about discrepancies in a given ASN, click [report of differences in products]. You will download reports as CSV. In the report, you will find information about why products have the status damaged or rejected. If the information is not sufficient — contact your Account Manager.
If you send products not listed in the ASN to the warehouse, we will not be able to identify them — you will not see this information on your account. Your Account Manager will let you know about it.
How to open the CSV file with the report of differences in products
You can open the report of differences in products, for example, in Microsoft Excel. It is the most popular program — that is why we chose it for demonstration. If you use some other program, the process may be different.
If Microsoft Excel is installed on your device, the CSV file should open in it by default. All you have to do is download the file from the Details of Advance ship notice page and double-click. If it does not happen or if you spot errors in the file (for example, no Polish characters), import the file.
How to import a CSV file
- Open an empty Excel spreadsheet.
- First, click the Data tab, and later Get External Data. Select the From Text option.
- Select the file containing the product discrepancy report and click Import.
- You will see the Text Import Wizard. You can import the text in 3 steps:
- In step 1, mark the file type as Delimited. Next, specify the file origin — select 65001: Unicode (UTF-8). Also, select My data has headers. Then, click [Next].
- In step 2, mark the delimiter that will separate text in the file. For the report that will be commas — select Comma. Then, click [Next].
- In step 3, set the column data format. By default, It is set to General. Leave it for all columns — except the column with the EAN (GTIN) code. That column should have the text format. Click it (it will be highlighted in black) and select the Text option. Finally, click [Finish].
- In the Import Data window select where you want to place the data. Select Existing worksheet and click OK. Done!
What data you can find in the report of differences in products
- asn_number — the number of the ASN the report refers to
- product_name — the full name of your product as in the Allegro Product Catalog
- gtin_numbers — all EAN (GTIN) codes that refer to the product you ship
- product_id — the ID of your products from the Allegro Product Catalog
- expected — the number of product units specified in the ASN for this shipment
- received_type — the number of product units specified in the ASN for this shipment which we identified on receiving the product for storage
- reason_code — the information from the warehouse system about the reason for rejecting the product
- reason — the explanation of the reason for rejecting the product
- quantity — the number of product units we rejected for the reason provided in the previous column.
How we measure products on accepting them for storage at the warehouse
When you ship a product we have not handled before to the Allegro Warehouse, we measure and weigh it on reception. This way we know:
- whether a given product meets our size and weight requirements
- what fee we should charge for handling the product.
We measure product weight and dimensions using a device with a built-in laser. We measure and weigh the product in the packaging in which you ship it to the warehouse. We account for all packaging elements — also the protruding ones (when the product comes in an irregular shape or irregular protective packaging). We do not change the shape of the packaging — we do not fold or bend it to make the dimensions smaller. We consider the highest values (length, width, height) given by the device as valid.
What it means for you
If you pack products in protective packaging, pay attention to the dimensions of the packaged product. Even slight differences in size can increase or decrease the volume enough to qualify the product for a different price category.
If you do not always pack your products the same way, they may differ in size from the product you measured first. As a result, we can qualify the same product for different price categories.
Shipment discrepancies
If the number of products we have accepted for storage is different than the one you declared in the ASN and shipped to the warehouse, you can file a complaint. You can do that through the the contact form within 14 calendar days from the moment the ASN with a given shipment was marked as completed.
When we check your complaint and find an error on our side, we will update the inventory according to the actual state.
Additionally, if justified, we will compensate you in the amount of 100% of the product net worth. We will calculate compensation based on:
- the price you provided in the offer with a given product or
- the invoice confirming the price for which you bought the product from the supplier.
We will compensate you within 45 calendar days from addressing the complaint.
Damaged products
The Allegro Warehouse does not accept products that are damaged or that come in damaged packaging. If we find that the damage was caused in transit to the warehouse (for example, that the pallets or boxes you used to ship products to the warehouse were damaged), we will document it. We will prepare a damage report and take photos of the damage — and send it all to you.
If the boxes or pallets show no visible damage but, on accepting products for storage, we find that some products are damaged — we will mark them as defective. Then:
- if the condition of products allows it — we will ship them back to you at your expense. If possible, we will ship them in bulk along with other products (for example, products that will expire in less than 60 days). We ship products back to you at least once a month.
- if we cannot ship the products back — we will dispose of them at your expense.
Pallet circulation
You can ship your products to the Allegro Warehouse:
- on disposable pallets
- on the return EPAL pallets that belong to the Euro-pallets group
- on CHEP and LPR pallets.
Disposable pallets cannot be returned. We will return to you EPAL pallets if:
- they meet the criteria (available only in Polish)
- you arrange the transport and cover its cost.
We can return the EPAL pallets:
- right after we accept your products for storage at the Allegro Warehouse
- at another time — but no later than 6 months from the delivery. Confirm the reception date with your Account Manager — discuss the transportation method and the number of pallets you want to collect.
Frequently Asked Questions
What happens if I ship a different number of products than declared in the ASN to the Allegro Warehouse by mistake?
We will accept as many units of products as there are in the shipment — no matter how many you declared in the ASN. In that case, we will charge you an additional quality discrepancy fee for each unit of the product.
Example : There are 100 pens in the ASN but 115 have been delivered. We will accept them all but you will be charged an additional fee for the surplus (15 pens) — in accordance with the price list.
If a given product is not in the ASN, we can accept it provided that it has been in your inventory at the Allegro Warehouse before. In that case, we will charge you an additional quality discrepancy fee for each unit of the product.
Example : There are 100 pens in the ASN but 100 pencils in the delivery. We will accept them all because this is a subsequent delivery of pencils to the Allegro Warehouse — you have declared them in ASNs before. However, you will be charged an additional fee for each pencil — in accordance with the price list.
In both cases, you will see the information about discrepancies in the Details of Advance ship notice tab —to open it, click on a selected ASN in the ASN list tab.
If a given product is not in the ASN and it has not been in your inventory in the Allegro Warehouse before — we will not accept it. Without the ASN we are not able to identify a given product. In that case, we will ship it back to you at your expense. We will also charge you an additional fee for handling such products — for each unit.
What happens if I do not ship products to the Allegro Warehouse on the date I declared?
We can accept them with a delay. The fact that you provide the date of your arrival allows us to plan work so that we can accept all deliveries on time.
In addition, each ASN you create is valid for 90 days. Consequently, if you deliver products more than 90 days after you created an ASN — we will not accept them.
What happens if I ship to the Allegro Warehouse products that do not comply with the terms of service — for example, do not meet the size requirements?
We will not accept such products for storage at the Allegro Warehouse. We will ship them back to you at your expense. We will also charge you an additional fee for not complying with the terms of service. You will pay for each unit of the product according to the price list.
How to download a summary about waste produced within One Fulfillment by Allegro
You can find information about the waste produced within One Fulfillment by Allegro in a summary that you can generate in the Waste inventory tab.
In One Fulfillment by Allegro, we assemble and dispatch orders to your customers. We use eco-friendly materials — cardboard and paper fillers. That means we produce waste that, under Polish regulations, should be registered.
What it means for you
As an entity that generates or manages waste, you are required to register with the Register of entities introducing products, packaged products and managing waste (the so-called BDO Register) You need to enter the electronic record of the produced waste on your account in the register. You can find information about the quantity of waste produced within the service on your One Fulfillment account.
Where you can find information about the produced waste
You can find information about the waste produced within One Fulfillment by Allegro in a summary that you can generate in the Waste inventory tab.
How to download the summary
Specify what summary you want to download. You can choose between:
- the basic summary — it contains information about the total weight of all waste produced while handling your orders within the service
- the detailed summary — it contains information about the weight of the waste produced while handling each single order.
- Specify the period the summary should cover.
- Select the country of delivery.
- Click [generate]. We will send you a message containing a link to download the summary to the email address assigned to your One Fulfillment account.
- Open the email and click [download].
- We will redirect you to your One Fulfillment account. When you log in, you will see a message about downloading the report.
- Done! The summary will be saved on your computer.
What data you can find in the basic summary
- the period when the waste was produced
- the country of dispatch
- the type of waste
- the total weight of waste — in kilograms.
What data you can find in the detailed summary
- the order ID
- the order dispatch date
- the country of dispatch
- the type of waste
- the weight of waste that was produced while processing the order.
Handling money from sales in One Fulfillment by Allegro
One Fulfillment Account features most of the options and settings we provide on Allegro business accounts. However, due to the nature of order management in the One Fulfillment by Allegro service, some of the functions may differ. That applies, for example, to handling your money from sales.
What stays the same
In One Fulfillment by Allegro:
- payments from buyers still go to a given payment operator's balance in the Funds and Operations History tab. You can withdraw them anytime or use the automatic payouts option.
- you can still top up with a specific sum needed to issue a refund
- you can still hold money for a particular refund.
What is new
On your One Fulfillment account:
- we will enable an automatic refund to the buyer for a canceled order
- we will disable an automatic refund for returned products.
You cannot edit those options on your One Fulfillment account.
Additional information
We transfer money from a given payment operator's balance in the Funds and Operations History tab for orders that are:
- canceled
- uncollected
- returned.
Learn more about canceled and uncollected orders in One Fulfillment by Allegro. See also our article about returning products to the Allegro Warehouse.
What the Small and Cheap Products in One Fulfillment by Allegro program is all about
The Small and Cheap Products in One Fulfillment by Allegro program allows you to pay less for handling select products.
The Small and Cheap Products in One Fulfillment by Allegro program allows you to pay less for handling select products.
How it works
If you join the Small and Cheap Products in One Fulfillment by Allegro program:
- you pay a fixed subscription fee — 99 PLN net for every 30-day billing cycle
we charge lower basic fees for handling products whose:
- gross price on allegro.pl does not exceed 45 PLN
- gross price on allegro.cz does not exceed 260 CZK
- gross price on allegro.sk does not exceed 10 EUR
- gross price on allegro.hu does not exceed 3,999 HUF
- volume does not exceed 15 l (0.015 m3).
Check the table below to see how much you will pay for handling products within the program.
| Maximum product volume | Standard basic fee | Basic fee within the program |
|---|---|---|
| 0.3 l (0.0003 m3) | Standard basic fee 2.69 PLN net |
Basic fee within the program 1.69 PLN net |
| 1 l (0.001 m3) | Standard basic fee 4.29 PLN net |
Basic fee within the program 1.99 PLN net |
| 3 l (0.003 m3) | Standard basic fee 5.49 PLN net |
Basic fee within the program 2.69 PLN net |
| 15 l (0.015 m3) | Standard basic fee 7.49 PLN net |
Basic fee within the program 3.49 PLN net |
The program will run until further notice. You can join it any time.
For more information, check the Terms & Conditions.
How to join the program
Write to us at subscription.onefulfillment@allegro.pl.
The message should contain:
your details :
- the name and NIP (Tax Identification Number) of your business
- the email address you provided on your Allegro account
- the email address we can reach you at
- declaration that you accept the Terms & Conditions — all you need to do is copy the text below and paste it to your email.
I hereby declare that I want to participate in the Small and Cheap Products in One Fulfillment by Allegro program and that I accept the Terms & Conditions.
When we receive the message, you will join the program. On that day, we will also charge the subscription fee.
How to opt out of the program
Contact us at subscription.onefulfillment@allegro.pl.
The message should contain:
- your details:
- your One Fulfillment account login
- the name and NIP (Polish Tax Identification Number) of your business
- the email address you provided on your One Fulfillment account
- the email address we can reach you at
- a declaration that you resign from the program — all you need to do is copy the text below and paste it into your message.
I hereby declare that I resign from participation in the Small and Cheap Products in One Fulfillment by Allegro program.
When we receive your message, we will terminate your participation in the program at the end of your current 30-day subscription.
How we handle returns in One Fulfillment by Allegro
In One Fulfillment by Allegro, we handle returns requested due to withdrawal from the agreement and within statutory warranty, for which the buyer will get a refund.
We do not handle all complaints within the service
We will not handle returns within statutory warranty if:
- they buyer wants to exchange or repair products
- they were reported after the deadline for withdrawing from the agreement that you specified. Buyers should send such products to your address. If they send them to the Allegro Warehouse — we will send the products to you.
What we will change on your account in terms of returns management
In the Returns Terms tab, we will automatically:
- specify that the buyer covers the cost of the return parcel
- change the returns address to: Magazyn Allegro, Adamów 50, 05-825 Adamów
- declare that we do not accept returns shipped to the Allegro Warehouse with a POD delivery option
- declare that we accept returns from businesses (joint-stock companies, limited liability companies, limited partnerships, partnerships, civil partnerships, general partnerships, foundations, and registered associations).
What you can change on your own in returns management
In the Returns Terms tab, you can:
- set the deadline for withdrawing from the agreement longer than 14 days
- limit the right to withdraw from the agreement for selected product groups. If you do it, we will take those limitations into account while verifying returns sent to the Allegro Warehouse.
How we handle returns
- The buyer completes the return form and dispatches the return parcel to the Allegro Warehouse.
- Then, we block the amount for an automatic refund in your Allegro Finance.
- We collect the return parcel at the Allegro Warehouse, and then:
- check if the returned product matches the one from the order. We do it based on:
- the EAN (GTIN) code
- the expiration date and the serial number (if a given product has it).
- we check whether the buyer can withdraw from the agreement, that means whether:
- the deadline for withdrawing from the agreement you specified in the Returns Terms tab has not yet passed
- whether the product is not subject to limited withdrawal rights.
- Once we make sure that:
- the buyer has returned the correct product ― we will refund the buyer the full amount they paid, and in the case of orders outside Allegro Smart! we will also return:
- the total delivery cost ― if the whole order is from you
- partial delivery cost ― in the case of a combined order (from multiple sellers). In that case we will calculate the cost proportionally to the product price.
We will also email the buyer about the refund.
- we cannot accept the return ― we will reject it. We will then email the buyer and send the product back to them at our expense.
- Next, if we:
- accept the return ― you will get a transaction rebate (sales commission refund). Make sure you document the refund to the buyer.
- reject the return ― we will release the money we have blocked for a refund in your Allegro Finance.
- If we accept the return, we will assess the condition of the product the buyer returned. If the product:
- is of full-value (brand new, packed, sealed with foil, labeled) ― we will put it back for sale
- is defective (has been opened, dented, the buyer states that it has defects, or ― in the case of bundles ― has missing elements) ― we will send it back to you along with other defective products at your expense
- has a short expiration date (less than 60 days) ― we will send it back to you along with other defective products
- has been damaged (partially or fully) ― we will ship it back to you at your expense or dispose of it (if it is unsuitable for shipment). We will also pay you compensation in the amount equal to the product price in the offer and shipment costs.
If we find that the product is only suitable for disposal and you do not agree ― you can file a complaint. You have 7 calendar days from the moment we assess the product to do so. You can file a complaint through this form .
Where you can find the information about returns
- In the Returns tab. There, you can find the reason for the return, the parcel return status, the returned products condition, and more.
- In the Payment Refunds tab. There, you can find information about refund amount.
- In the email you get from us ― we will email you when the buyer completes the return form.
Additional information
- If in the Returns tab you cannot see the reason for a given return, that means the buyer has not completed the return form.
- Make sure you always have enough money in your Allegro Finance ― so that we can use it to refund the buyers. For that, you can hold money in Allegro Finance.
- If you do not have enough money in your Allegro Finance for us to refund the buyer for the returned product ― top up your Allegro Finance with a specific sum needed to issue that particular refund.
- The buyer may return the defective product to the Allegro Warehouse at their expense. If we accept the complaint, you will need to refund the buyer the delivery cost. Contact the buyer and ask to provide the dispatch confirmation and details for the delivery cost refund.
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