If you want to migrate your inventory data to Refrens from any platform OR if you want to add multiple inventory items at once, you can do that easily with our “Bulk Upload” feature.
Let’s see how!
Step 1: Navigate to Inventory Dashboard
Go to Accounting > Inventory > under the “Add Item” dropdown, and go to “Bulk Upload Inventory” as shown below:
Step 2: Download Sample CSV file
After you click on “Bulk Upload”, a pop-up form will like the one below will open up:
Before uploading your CSV file, we recommend that you download the sample format first to upload your inventory items without any errors.
Your sample CSV file will look like this:
Step 3: Fill up the Sample CSV file
You can remove the test values from the sample file and add the details of the inventory to be added in this sample file only.
But before that, ensure you know what each field means, what fields are mandatory, what restrictions you have to keep in mind, etc.
Let’s learn more about this for each column header:
1. Name (Mandatory): Name of the inventory item.
2. SKU ID (Optional): If you have an SKU ID for the item, you can add it here. If you keep this column empty, the system will automatically assign an SKU ID to the item.
3. Description (Optional): If you want to add additional details about the item, you can add them here.
4. Currency (Optional): Add the currency in which you are buying/selling the inventory item. If you keep this empty, the system will automatically take your business currency.
5. Cost price (Optional): Cost of the item. Optional to add.
6. Selling price: (Optional) Selling price of the item. Optional to add.
7. GST (Optional): Add the rate of GST applicable for each item (For India Based Businesses).
8. HSN (Optional): HSN Number of the item. Optional to add.
9. Initial stock (Optional): Add the quantity of goods you have on hand at the start of a specific period, such as the beginning of a financial year or when the business is first established.
Important Note: In case you have warehouses enabled in your business, keep this column empty.
10. Unit (Optional): Adding item units is optional. In case you still want to add units, add them as system accepted "Unit Codes". (The list of unit codes is given at the end of the article.)
11. Is Stock Managed (Optional): If you want to auto-update the stock of a particular item when an invoice/expense is created, write “TRUE” in this column for that particular item. Otherwise, write “FALSE”.
12. Warehouse (Mandatory if enabled): If you have enabled warehouses in your business, you will see additional columns in your sample file named like "warehouse.WHXXX". For each of your warehouse, you will see separate columns differentiated with warehouse IDs:
While adding items, you will have to mention the item quantity for each of the warehouses. If you have multiple warehouses, and all the stock is going to a single warehouse, you can keep the other warehouse columns as empty.
Ensure that you are using the correct warehouse IDs. You can cross-check warehouse IDs associated with each of your warehouses from Warehouse Settings:
STEP 4: Upload the CSV file
Once you are done adding all your inventory data to the CSV file, just click on "Choose File" and then hit “Upload File”:
In case your uploaded file contains invalid data, the system will show you an error report:
You can download this report to see what errors are there in your CSV file, and re-upload the same after rectifying the errors.
Once your bulk upload is done, you will also receive a confirmation email.
(Note: Do keep in mind that uploaded items will take several minutes to reflect in the system. So unless you receive an error message while uploading, do not re-upload the CSV file again.)
In case you still have any questions, feel free to reach out to us at care@refrens.com OR drop a message on our chat support for quick assistance!
Unit Codes