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YSWS -Frequently asked questions

Here you will find an overview of all frequently asked questions and help on our e-commerce processes.
If you are looking for something specific, have a look at the different categories. If you can’t find something, feel free to contact us!

In the case of organically certified products, storage is carried out according to the standards of your organic certification in accordance with the EC Organic Regulation No. 834/2007. The storage of organically certified products is associated with special expenses and usually leads to higher storage costs.

YouSellWeSend can take into account the best-before date (MHD) by means of its innovative software and fulfil such products accordingly. Excluded from this are products that are subject to food regulations – where freshness and/or a consistent temperature/cooling are important.
Accordingly, YouSellWeSend cannot process goods that have to be stored refrigerated for you.

Notified goods receipts are collected within 48 hours (Mon.-Fri.) and reported via the interface.

GS1-128, EAN-128 und EAN-13, GTIN-13 are the common barcodes.

GS1-128 / EAN-128 is a special form of Code 128 for goods and pallet labelling in industry and commerce.
The code length is not fixed. A maximum of 48 characters (including the data identifier/AIs and any FNC1 separators) may be encoded.
EAN-13 / GTIN-13 is a European article number for the identification of products in the retail trade. The standard EAN barcode consists of 13 digits.

Without a barcode, your items cannot be reliably organised in the warehouse.
With this:

  • we make sure that the goods you sell in the shop are actually there!
  • we guarantee an error-free dispatch of your goods!
  • we work efficiently and secure favourable prices for you!
    You don’t have barcodes? No problem!
    Our system will automatically generate a stock barcode for you so that we can assign a code to your items.
    You want your products without a barcode? No problem!
    If your goods are too small for a code, for example, we have to pick against the code of the storage location and pack the order into a shipping box already here.
    This involves more effort.

An SKU, or “Stock Keeping Unit”, is very important in logistics and in many software systems. The processes in the warehouse and in the software are based on the fact that each product and each product variant receives a unique number. The articles are assigned on the basis of this number.
As an example, you sell a red T-shirt in several sizes. In addition, in the variants with V-neck and with round neck. A SKU is now, for example, the red T-shirt with V-neck in size XL. This means that a SKU and a storage compartment must be provided for this variant in order to avoid picking errors. ERGO requires each variant to have its own barcode.
This shows that the fashion sector needs a lot of storage space for a large assortment. Feel free to contact us: We will help you with the optimisation!

Tracking numbers are transferred to the upstream system after handover to the shipping service provider.

In principle, you can send anything from a USB stick to a garden shed with us. It only has to comply with the guidelines of the parcel service providers.
YouSellWeSend is responsible for packing your items ready for shipment. But the content is also important. Each parcel service has its own shipping guidelines.
Look here for the guidelines of the shipping service providers


  • Permitted contents with DHL
  • Permitted contents with UPS
  • Permissible contents DPD

We process and dispatch your orders within 24 hours (Mon.-Fri.).


We have developed a fulfilment system that allows us to work across customers. You do not need a minimum quantity. You only have to provide your goods with a barcode and deliver them. Furthermore, you have to connect your system with ours beforehand. Then your goods can be shipped immediately!
You have special requests? No problem! We can provide you with your own parcel tape and individual delivery notes or inserts.
If you plan to send 50 shipments a month, you don’t need a professional service provider. To benefit from the added value of a fulfilment service provider, you should set up a professional business. Check out this FAQ in the Pricing category: “Is a service provider already worth it for start-ups?

We can map all individual returns processes for you! You are free to decide what happens to the returns. The simplest solution is to give your customer your address as the returns address. This means that we no longer receive returns.
If our warehouse address remains as the returns address, we open the parcel, check the contents and book unopened goods back into the warehouse. All other goods are booked to a blocked warehouse. You decide whether we continue to store the goods with us or send them back to you.
You need an individual return service?
No problem! We will be happy to discuss and develop your individual returns process with you. Electrical goods: Benefit from our specialised location in the area of electrical goods.
We offer you a repair service in our repair centre. We will take care of the complete repair of your products according to your wishes.
Fashion: Benefit from our specialised location in the area of textile logistics. From the rescue of entire batches to the sewing and washing of textile products. In the area of textile preparation, we offer you an “all-round carefree package”.

We only charge you for the storage volume that is actually stored with us. With the amount of different items you sell (SKU), this results in transparent conditions that you can control. For this purpose, we receive the product dimensions via your interface and then calculate the storage volume used by you on a daily basis.
The storage conditions are thus made up of:

  1. article dimensions ( LxWxH) X (quantity of the articles) X (volume price)
  2. (quantity of SKU) X (SKU PRICE)
    The Stock Keeping Unit, or SKU, is NOT the stock of an item. The SKU is more like an item number, or the item ID of the shop.
    It is very important in YSWS and also in the upstream systems (SHOP and ERP). The software is based on this system, in which every product and every product variant is given a unique number. Based on this, each item can be clearly assigned.

Shopware is integrated in wemalo-connect and can be used to exchange data with Wemalo. A shop account is required in wemalo-connect for this purpose.
The supported versions and functions are listed in the function matrix.
Settings in Shopware

  • Set up API users in Shopware
  • API user, API key and URL to the rest API of Shopware are required.
  • After the initial setup, Wemalo sets all stocks to 0!*1

Benutzer-Einstellung Shopware

Configuration in wemalo-connect

  • a shop user must be set up
    . for the Shopware interface, the data from the previous section must be entered.
  • The synchronisation time can be set. If the time is set to 0, the interface is off.
  • The individual data subscriptions can be activated/deactivated.
  • For each data subscription, a record is kept of when the subscription last ran successfully
  • The interface shows when the interface was last run
  • All active products are loaded and transferred to Wemalo.
  • Only products that have updated since the last successful product synchronisation are taken into account.
  • The product ID is stored in Wemalo as an external ID and is used for matching the product master data.
  • The article number from Shopware is transferred to Wemalo as SKU.
  • The weight is read in as kilograms, product dimensions as centimetres with decimal places.
  • For variant articles, the additional text in Shopware is appended to the name in Wemalo. It is therefore necessary to fill this field with e.g. the colour or another text so that the different variants can be distinguished in the warehouse.
  • Orders in the status “In process (Waiting)” are downloaded from Wemalo and set to the status “Ready for delivery”.
  • After dispatch, orders are set to the status “Completely delivered”.
  • The matching of the shipping service provider to be used is done via the name of the stored shipping type, e.g. “Standard Shipping”.
  • Attention: once an order has been transmitted to Wemalo, no further changes to the order are transmitted to Wemalo.
    Invoices can be downloaded as Base64 via wemalo-connect. For this, the end point must be stored at “Invoice end point” in the Shopware configuration of wemalo-connect. In addition, the Shopware API must be extended by the stored end point.
    wemalo assumes that the base64 document can be retrieved via {“data”: {“pdfDocument”: “base64…….”}}.
  • Current product stocks are loaded via wemalo-connect and synchronised with Shopware. Only stocks that can be picked are reported back. I.e. goods in blocked stock or goods that have already been picked are not transferred to Shopware as available stock.
    Dispatched parcels
  • The tracking code is transferred to the order in Shopware. If an order is shipped in several packages, the tracking numbers are entered separated by semicolons.
  • The order is then marked as shipped.
  • In Wemalo an order status can be stored which is used to collect registered returns (e.g. “register return”). If Wemalo has loaded a return, the status is set to “Wemalo fetched”. Both status IDs are not available in the standard Shopware and must be newly stored in Shopware.
  • It can also be activated that returns are reported back. For this, the collection of returns must also have been activated, as Wemalo needs the ID of the order to play back the returns message. A received return is mapped by another new status in Shopware.
    *1: Exclude products
    If products are not to be synchronised, they must be assigned to the customer group WAPI (Wemalo API). To do this, a new customer group must first be created in Shopware:

Anlegen von Kundengruppen
Subsequently, the customer groups must be assigned to the products that are not to be retrieved from Wemalo: 
Zuweisen von Kundengruppen
Please note: The assignment must take place before Wemalo loads the product!

The Shopify REST API is integrated into wemalo-connect and connects Wemalo with the Shopify shop system.
Settings in Shopify
An API key, password and URL are required for the connection. Under Apps->Manage prive apps->Generate API credentials the API access can be set up. For example, you can assign wemalo-connect as the app name.
After generating the key, we need the API key, the password and the exact URL. Under “Example URL” you will find an assembled link with the required information. If you send us that, it would help us a lot. Here is an example:
The required access permissions can be seen here:

api einrichten
The required access permissions currently include the following requirements:
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Actions supported

  • Loading product master data
  • Loading of orders
  • Transmitting shipped packages
  • Transmitting stocks
    Product master data
  • Products for which requires_shipping has not been set will not be loaded.
  • All other products/variants are synchronised. SKU, EAN, weight, name, product group and manufacturer are exchanged.
  • Please note: the SKU (also in variants) must be unique.
    Attention: A known error on the part of Shopify is that Shopify does not change the external ID for duplicated products. This is necessary to transfer a new product to wemalo.
  • Orders with the financial_status paid and fulfilment_status unshipped are loaded and the tag Wemalo_Download is set.
  • Order header data, delivery address and positions are synchronised.
  • A pick info can be specified via the note field.
  • To determine the correct shipping service provider, Wemalo queries the name of the selected service provider. For matching, this must be stored in Wemalo as an external ID in the profiles to be used.
  • Only positions for which “requires_shipping” has been set are transmitted to Wemalo.
  • Attention: once an order has been transmitted to Wemalo, no further changes to the order are transmitted to Wemalo.
    Transmission of parcels/tracking numbers
  • Tracking number is transmitted back to Shopware together with shipping service provider.
  • This changes the fulfilment_status automatically.
    Transferring stock
  • In order for a stock to be transmitted by Wemalo, the Inventory Policy must be activated.
  • Wemalo will not transmit negative inventory if there are incomplete orders that cannot be fulfilled. Otherwise, the variants in Shopify can no longer be called.
  • Only stock that can be picked is reported back. I.e. goods in blocked stock or goods that have already been picked are not transmitted to Shopify as available stock.
    Find out the location ID
  • In the shop, go to Settings/Settings (bottom left), then click on the Locations section.
  • Then select the default location.
  • The location ID can then be seen in the address bar in the browser (e.g. 1112222122).
    If the location ID is not correct, wemalo can determine a hidden location ID. This is done via the REST call.

The rest interface of WeClapp can be connected via wemalo-connect. In the following, the necessary steps and information required for the setup are listed.
Creating a client in wemalo
The client is created in wemalo in the usual way. For the further setup of the client in wemalo-connect the client ID and the warehouse ID must be known.
wemalo-connect. Create new user
A new shop user is created in wemalo-connect and linked to the previously created client in wemalo using the client ID. In addition, the warehouse ID is stored.
The creation of a REST-Key is not necessary!
Set up WeClapp interface
The WeClapp interface is created in the area “Generic REST Interfaces”. These interfaces use the REST interface of wemalo to communicate with the backend. However, it is not necessary to create a rest token.
By clicking on the button “New entry” a new interface can be defined. After selecting the system, the configuration of the system can be loaded via the button “System-Template”. In the example of WeClapp, key-value pairs are loaded for storing the required settings (URL, token, WeClapp-ID etc.). An overview of the required settings follows in the next subchapter.
Furthermore, the wemalo instance (previously set up by linking wemalo and the client ID) and the synchronisation interval can be selected.
A warehouse must be created via Settings->Basic Settings->Warehouse. As soon as this is done, you can open the warehouse via the edit function (pencil symbol) and see the warehouse ID in the browser bar at the end (entityId=XXXX). This is needed in the WeClapp settings.
WeClapp settings
The following settings have to be provided by the customer:

  • Token: here the token from the WeClapp shop has to be entered, (My Settings->API Token) which has to be created.
  • url: the URL to the API interface of WeClapp. (Shop-URL/webapp/api/v1)
    Example: https://4elements.weclapp.com/webapp/api/v1
  • (WeClappId: 1)
  • (storageLocationId: 1)
  • warehouseId: the ID of the warehouse in WeClapp.
    The following settings are made by us:
  • extendedLog: true must be entered here to enable extended logging.
    The following subscriptions can be activated/deactivated:
  • serviceLoadProducts: load product master data from WeClapp and send it to wemalo.
  • serviceLoadGoodsOrders: load WA orders from WeClapp and send them to wemalo.
  • servicePushPackages: report back sent packages from wemalo to WeClapp.
  • servicePushInventoryBookings: transmission of inventory bookings (incoming and outgoing bookings).
  • servicePushIncomingBookings: transmission of incoming goods bookings.
  • servicePushSentBookings: transmission of goods issue bookings.
  • servicePushReturnBookings: transmission of return bookings.
    Due to limitations of the API, the following activities must be done manually in the shop.
    To successfully create a delivery of an order, the order must be confirmed by manual clicking.

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The dispatch of the delivery and the creation of the invoice must also be confirmed here by a manual click. The stock is only updated when the delivery has been sent.

The return of the order can only be generated when the delivery has been sent.
The goods from the returns can be posted back to the warehouse by selecting “Post all items to warehouse” in Weclapp under the item goods receipts and workflow.


The ultimate, best shop system does not exist. Every shop system has its own special features and difficulties. The internet is full of good articles about the respective advantages of shop systems. Often these systems are compared with each other. This can be very interesting if, for example, you cannot decide between two systems.
In our opinion, the shop systems from Shopify, WooCommerce and Shopware have proven themselves. All of them offer a very good interface and many applications with which successful online trade is possible.
In addition, you should consider using a so-called ERP system from the outset. Especially for online traders who sell on many different marketplaces such as Amazon, Otto or Zalando. Without these systems, the efficient and effective processing and control of all payment transactions would be almost impossible.
Systems such as PlentyMarkets, WeClapp or Billbee have proven themselves here. Shop systems from WIX, 1&1 or Strato are easy to set up, but they usually do not have a RESTAPI interface and do not have many applications for professional online trading. However, anyone who wants to do some online trading on the side is certainly well served by these solutions.
The following factors are important when choosing a shop and will lead to the right shop system after answering the questions:

  1. do I have an idea of technology and IT and can do a lot of the shop myself?
  2. do I have a lot of products? The variants also count!
  3. do I want to sell abroad, possibly in different currencies?
  4. do I also want to sell on other marketplaces such as Amazon, Zalando or Otto?
  5. do I want to do the shipping myself or use a service provider like YouSellWeSend?
    If we go through these questions together, we can recommend at least one shop system.
    Just write us an email

Fulfilment comprises all activities along the entire process chain of the “supply chain”. As a customer, you can choose the modules that are necessary for your needs.
Fulfilment includes everything! The entire flow of your product from the supplier to the end customer. And also back – if, for example, there are returns or products have to be recycled. At YouSellWeSend, for example, fulfilment consists of:
At YouSellWeSend, fulfilment consists of e.g.:

  • Control of production in Asia and Europe
  • Import from the manufacturing countries
  • Transport
  • Storage & Shipping
  • Shop creation
  • Shop connection
  • interfaces
  • Online marketing such as SEO, Adwords and Facebookads
  • Order acceptance
  • Invoicing
  • Order picking
  • Packing
  • Accounts Receivable
  • Returns management
  • Repair and refurbishment of technical products
  • Refurbishment of fashion
  • Customer service
  • Recycling
  • Consulting services
    YouSellWeSend, a company of the 4elements Group, combines all the services you can use when you need them. The advantage is that everyone works on one system and you don’t have to constantly have new contacts. You also only need one interface!
    Interfaces for shop systems and merchandise management systems are the most important thing for successful business development today. Only with a functioning interface to marketplaces and service providers is it possible to grow scalably.
    Therefore, when choosing a service provider, it is important that they have their own competencies. At YouSellWeSend, we have been building up this competence for years with our own software solutions and interfaces.
    In doing so, we say that fulfilment doesn’t just stop at a warehouse location. No, with YouSellWeSend you have the possibility to use these services Europe-wide and partly worldwide.
    Rely on your core competence
    Today, an online retailer can fully concentrate on his core competence.
  • Purchasing of products
  • Product quality
  • Marketing & Sales
    With YouSellWeSend you can have your e-commerce processes handled reliably. As a powerful partner, YouSellWeSend offers a comprehensive service along the entire logistics chain. For national as well as international shipping. Whether it’s a complete solution or a one-off shipping campaign – you always benefit from our flexibility and expertise.

If you wish, we can include your flyers or other give-aways in the packages.
Our system differentiates here

  • Customer-specific inserts, such as a personal letter or gift when a shopping basket value is reached, etc.
  • standard inserts that every customer receives from you, such as a bag of jelly bears.
    Control is via the interface and can be individually adapted to customer, product or product group level.

Perfect Order Fulfilment is the ideal image of the versatile optimisation of the order flow (complete and in the right quantity, perfect quality, without defects, neither too early nor too late, fully documented, correctly configured, correctly installed, etc.). Source: Logipedia
All processes at YouSellWeSend are ensured today, by a specially developed software and provides corresponding measurement data of the service providers involved, such as DHL or DPD. From order entry to dispatch, we ensure the optimum level of fulfilment so that our customers’ goods reach their customers appropriately fast, reliably and neatly packaged.
The goal of Perfect Order Fulfilment is applied in business logistics. It is a consolidation of all key figures. In the end, all processes are evaluated, e.g. as a percentage of the degree of fulfilment. Perfect Order Fulfilment thus stands for the performance of a provider of logistics services, based on the standards of shipping logistics and the quality requirements of the customer.

When you start as a start-up online retailer, you usually do everything yourself at the beginning. Purchasing, marketing, photos, SEO, product management, sales, customer service, packaging and processing returns. You learn a lot in the process and it works quite well in the beginning. Last but not least, you also have a full overview of the costs. Selling via eBay or Amazon is easy to manage.
Then there are systems like JTL or PlentyMarkets. With a little time, these will enable you to sell goods online. Likewise, you can quickly set up your own online shop with WooCommerce or Shopify.
All very simple, isn’t it?
You’ll need help when you become successful! 
Not only does storing your goods take up more space – customers also write emails or call! Often they ask about the shipment status and if the response time is too long, you get negative reviews. With negative reviews, sales quickly drop again …
So the question is: How fast do you want to and can you grow? (Because it costs time and money). If you want your online business to be successful, you have to find the capacity for staff, stock and goods yourself.
Or you can outsource a part of it, such as storage and shipping. This means you are no longer required to pack parcels at 11pm at night and then take them to the post office in the morning.
With a fulfilment partner like YouSellWeSend, your start-up has all the advantages in hand. The standardised processes allow you to focus on your tried and tested tasks and develop your own business model. You no longer have to worry about logistics!
So the answer is relatively simple: if you want to grow and have little liquidity, a fulfilment service provider with variable costs is always the best choice. If you are stagnating or have only moderate growth, having your own warehouse can be advantageous from a business perspective.

Have we aroused your interest?

You are interested in our offer and want to learn more about Fulfillment by YouSellWeSend? Or do you have individual requirements for our fulfillment?

Ask us without obligation. We will get back to you!

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