Finale Inventory Setup for DTC Supplement Brand

Finale Inventory Setup for DTC Supplement Brand — Lot Tracking, Expiry Dates, Shopify Sync, PO Templates About DocVites DocVites is a physician-founded pediatric liquid vitamin brand launching direct-to-consumer via Shopify. Our founder is a board-certified pediatrician and Medical Director with over 20 years of clinical experience. We buy finished supplement products from a contract manufacturer (Blue Mountain Labs) and sell them DTC. We are pre-launch and need our inventory infrastructure configured correctly before we ship the first order. What We Need We need an experienced Finale Inventory specialist to configure our account for a single-SKU DTC supplement brand. This is not a manufacturing setup — we are a buyer of finished goods. The most critical requirement is lot number tracking and expiration date management, because we sell a liquid vitamin supplement for children. This is a compliance-critical configuration, not a routine inventory setup. Tools Involved • Finale Inventory (primary — you must have hands-on experience) • Shopify (native Finale integration) • ShipBob (our 3PL — you will prepare a technical requirements document for their onboarding team, not configure ShipBob directly) Deliverables — Fixed Price, All Required # Deliverable Acceptance Criteria Notes 1 Finale account configured for single-SKU DTC supplement brand DocVites product SKU exists in Finale with all required fields populated Dr. Fred will have already created the Finale account and invited you as admin 2 Lot number tracking enabled and tested Lot # field is active on the product; first test lot record created with Lot #, Mfg Date, Exp Date, Qty This is compliance-critical for a children's supplement brand — must work correctly 3 Expiration date field active and linked to lot records Expiration date visible per lot in Finale; oldest-expiry lot flagged correctly when multiple lots exist FEFO (First Expired First Out) logic must be enforced at the ShipBob level — coordinate this 4 Expiration date alert configured in Finale Alert fires when any lot reaches 90 days before expiration Email alert must go to Dr. Fred's DocVites email address 5 Purchase Order template created for Blue Mountain Labs (BML) PO template includes: DocVites logo field, BML supplier details, product SKU, Lot # field, Qty, Unit cost, Delivery date, PO # BML is the contract manufacturer supplying finished liquid vitamin product 6 First test PO created in Finale and sent to Dr. Fred for review PO looks professional; all required fields present; PDF export works correctly Dr. Fred will confirm it matches the format needed for BML 7 Shopify ↔ Finale native integration connected and tested Inventory qty in Finale syncs to Shopify in real time; a manual adjustment in Finale reflects in Shopify within 5 minutes Use Finale's native Shopify connector — do not use a third-party middleware 8 Oversell prevention confirmed on Shopify Shopify inventory policy set to deny orders when stock = 0; confirmed via test with qty set to zero Critical — DocVites cannot ship orders it cannot fulfill 9 Unit status categories configured in Finale The following statuses exist and are usable in Finale: Sellable, Quarantined, Damaged, Expired, Returned, Recalled These map to different physical and compliance states of inventory 10 ShipBob data handoff document prepared One-page document listing: Lot # fields, Exp Date fields, FEFO requirement, ASN format, and returns-to-hold requirement — ready to share with ShipBob onboarding specialist ShipBob provides their own onboarding team; your job is preparing the technical requirements they need to configure correctly 11 Loom walkthrough video recorded 10–15 minute screen-recorded walkthrough showing Dr. Fred how to: create a PO, add a new lot, update lot status, check expiry alerts, and verify Shopify sync This is the training handoff — essential so DocVites can operate independently after this engagement What You Must Know Before Applying • FEFO (First Expired, First Out) — you must be able to explain this and confirm how Finale supports it • Lot number tracking in Finale — not just inventory tracking; specific lot-level fields per production batch • Shopify ↔ Finale native sync — you must have done this before, not learned it on this project • Supplement, food, or consumable product experience is strongly preferred — regulated product handling matters here What This Project Is NOT • This is not a Shopify theme or storefront design project • This is not a Klaviyo or email marketing project • This is not ShipBob configuration — ShipBob has their own onboarding team; your job is preparing the technical brief they need • This is not a manufacturing or MRP setup — DocVites buys finished goods, it does not manufacture Access & Security You will receive admin access to our Finale account via email invitation — do not ask for owner login credentials. We will create a dedicated admin user for you. Access will be removed at project completion. Budget & Timeline Budget: $350 fixed price. Timeline: Complete within 5–7 business days of kickoff call Kickoff: 30-minute video call required before work begins Handoff: Walkthrough video required at project completion