Managing Operations and Inventory in Einstein v2

Learn how to manage customer orders, track fish stock, process B2B logistics, and update product labels using the Einstein v2 operations database.

June 11, 2026 By Ben Pritchard

This guide provides a comprehensive walkthrough of the Einstein v2 operations software. You will learn how to navigate retail and B2B orders, trace dispatch batches, manage daily stock valuations, and adjust fish inventory records.

This document is intended for operations, buying, and customer service teams. Use it during daily workflows to accurately process supply shipments, resolve order issues, and coordinate dispatch schedules.

Logging In

Step #1: Select your username from the grid on the User Login screen. — Select your username from the grid on the **User Login** screen.

Type your PIN to securely access the database.

Managing Retail Orders

The retail order screen automatically mirrors the active Shopify list. When customers place orders online or staff input them manually, they appear here instantly.

Step #3: Click Orders List to view all active customer orders. — Click **Orders List** to view all active customer orders.

Step #4: Click Search to locate a specific transaction. — Click **Search** to locate a specific transaction.

Type the customer's name or order number and press Enter.

Step #6: Click Details to open an order summary. — Click **Details** to open an order summary.

The order summary panel is highly useful for customer service. If a customer calls about a problem, you can view the active log of issues (such as "Late Delivery" or "Missing In Transit") and see exactly how the team resolved it.

Step #7: Click Sent in the order dashboard to view a list of dispatched orders. — Click **Sent** in the order dashboard to view a list of dispatched orders.

Step #8: Click an Ingress ID row to verify which scanned product batches were packed into a specific box. — Click an Ingress ID row to verify which scanned product batches were packed into a specific box.

Processing B2B Orders and Dispatches

Business-to-Business (B2B) orders require distinct logistics and margin tracking.

Step #9: Click B2B Order List on the main dashboard to view business accounts. — Click **B2B Order List** on the main dashboard to view business accounts.

Step #10: Click a cell under the Unit Packaging column to manually overwrite automated cost estimates and ensure accurate profit margins. — Click a cell under the **Unit Packaging** column to manually overwrite automated cost estimates and ensure accurate profit margins.

Step #11: Click Order Processing to prepare dispatch paperwork for the warehouse. — Click **Order Processing** to prepare dispatch paperwork for the warehouse.

Step #12: Select the dispatch date from the pop-up calendar and click Go. — Select the dispatch date from the pop-up calendar and click Go.

Step #13: Select a batch number (e.g., "75") to generate picking tickets, delivery labels, and invoices. — Select a batch number (e.g., "75") to generate picking tickets, delivery labels, and invoices.

Orders are grouped into batches corresponding to the physical box limits on the warehouse dispatch shelves. If daily volume exceeds the limit, the system automatically overflows the remainder into a new batch.

Managing the B2B Order Calendar

The B2B calendar helps organize large pallet orders and direct van deliveries to ensure routing capacity isn't overloaded.

Step #14: Click B2B Order Calendar in the Orders column. — Click **B2B Order Calendar** in the Orders column.

Step #15: Drag an unassigned or scheduled delivery onto a specific weekday to balance the van's load. — Drag an unassigned or scheduled delivery onto a specific weekday to balance the van's load.

Step #16: Click a scheduled delivery block to view the draft order details. — Click a scheduled delivery block to view the draft order details.

Step #17: Type a status update into the note field and click Post Message to inform the team. — Type a status update into the note field and click **Post Message** to inform the team.

Daily Stock Summaries and Purchasing

Step #18: Click Daily Stock Summary to monitor daily inventory values. — Click **Daily Stock Summary** to monitor daily inventory values.

This table tracks starting balances, value-adds from processing, and deductions resulting from dispatched orders leaving the building.

Step #19: Click Supplier to access the vendor database. — Click **Supplier** to access the vendor database.

Step #20: Click the Buy icon located on a supplier's row to draft a purchase order. — Click the **Buy** icon located on a supplier's row to draft a purchase order.

Step #21: Select items from the supplier catalog on the left to add them to your order. — Select items from the supplier catalog on the left to add them to your order.

Step #22: Enter the required case quantities for each item and finalize the order. — Enter the required case quantities for each item and finalize the order.

Fish Inventory and Pricing Adjustments

Step #23: Click Fish to view the master inventory SKU list. — Click **Fish** to view the master inventory SKU list.

Search for a specific product name (e.g., "cod fill") and press Enter to filter the table.

The Fish list uses color-coding to denote the status of different inventory items at a glance:

Row Color	Meaning
Purple	B2B - Items specifically designated for business-to-business sales.
Orange	Internal Use - Bulk boxes or unsplit raw materials not available for retail sale.
Red	Unsplit - Items awaiting processing in the repack room.

Enter a numeric value into the price adjustment box.

Step #26: Click an adjustment method to recalculate the selected product's price. — Click an adjustment method to recalculate the selected product's price.

You can alter the pricing structure using four different methods:

Adjustment Type	Function
Up %	Increases the current price by the specified percentage.
Down %	Decreases the current price by the specified percentage.
Marg %	Recalculates the price to lock in a specific profit margin percentage.
£ / Kg	Manually overwrites the item to a fixed price per kilogram.

Editing Product Labels

Search for a specific product (e.g., "lemon") from the database interface.

Step #28: Click Edit Label on the product row to open the packaging specifications. — Click **Edit Label** on the product row to open the packaging specifications.

Step #29: Double-click the ingredients or nutritional fields to update the text printed on the label. — Double-click the ingredients or nutritional fields to update the text printed on the label.

Step #30: Double-click dropdown fields (such as Wild or Farmed) to toggle mandatory compliance settings. — Double-click dropdown fields (such as Wild or Farmed) to toggle mandatory compliance settings.

Adding Ingress Shipments to Stock

When shipments arrive, they sit in the "ingress" queue until operations formally clears them into the digital freezer inventory.

Step #31: Click List under the stock processing section to view pending arrivals. — Click **List** under the stock processing section to view pending arrivals.

Step #32: Double-click an item row to review its received details. — Double-click an item row to review its received details.

Type the received quantity.

Step #34: Click Add To Stock to formally push the inventory into the database. — Click **Add To Stock** to formally push the inventory into the database.

Step #35: Select Ingress on the prompt to return to the active list without opening the complex costing ticket. — Select **Ingress** on the prompt to return to the active list without opening the complex costing ticket.

Q: What is the difference between the Einstein order list and Shopify?

A: They are an identical mirror. When a customer orders online via Shopify, it instantly populates into Einstein. If you manually input a phone or B2B order into Einstein, it pushes back into Shopify.

Q: What happens to a dispatch batch if we exceed the 75-order limit?

A: The warehouse shelves support up to 75 boxes. If daily volume exceeds this limit, the system automatically overflows the remaining orders into a second batch.

Q: Why do daily orders appear as negative values on the stock summary?

A: Orders represent physical stock leaving the building. As dispatch finalizes at the end of the day, those items are subtracted from your on-hand stock valuation.

Q: How often does the fish inventory list update available stock?

A: Physical commitments update instantly when a customer checks out online. The total physical stock count is permanently reduced during the overnight processing sweep once items are confirmed as dispatched.

Q: Should I untick the B2B checkbox once an item is sold?

A: No, the B2B tick is a permanent visual marker designed to distinguish wholesale business stock from direct-to-consumer retail inventory.

Term	Definition
Einstein v2	The custom internal database software used for managing orders, logistics, and inventory.
Ingress	The process of logging incoming shipments from suppliers before they are officially cleared into stock.
Traceability	The practice of scanning batch numbers into individual orders to track product origins.
Repack Room	The processing facility where bulk raw materials are portioned and packaged into retail units.
Picking Ticket	A printed dispatch document instructing warehouse staff on the freezer locations and quantities required for a batch.