Keeping track of inventory can get complicated, especially if you’re frequently updating stock levels due to returns, damages, stock audits, supplier adjustments, or warehouse transfers.
Rather than updating each item one by one, our bulk adjustments feature lets you make large-scale changes in just a few clicks, ensuring your inventory data is always up-to-date.
Let’s see how:
Before we start, ensure that you have enabled the “Manage Inventory” option from Business Settings > Inventory Options > Enable Inventory > Manage Inventory:
Then in your inventory management dashboard, go to the “Add Item” dropdown and click on “Bulk Adjust Inventory” as highlighted below:
You will see a pop-up form like below:
Download the sample file format to proceed with the Bulk Adjustment.
Here’s what your sample file would look like:
You can remove these test values and add the details of the inventory to be adjusted in this sheet 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 (optional):
Name of your inventory item. Use the exact name as already added in the system.
2. SKU (mandatory):
SKU ID is required and must match an existing SKU ID in the system; otherwise, an error will occur when uploading the CSV.
3. Date (optional):
The date should be added in DD/MM/YYYY format. If the date is not added, the system will automatically take today’s date as the date of inventory adjustment.
4. Currency (optional):
Add the currency in which you are buying/selling the inventory item.
5. Price (optional):
Price is optional to add. Depending on the transaction type (Incoming/outgoing inventory), the system will automatically consider the price as Cost Price (Buying Price) or Selling Price.
6 & 7. Final Stock & Adjusted Quantity (mandatory):
You can make the inventory adjustments in one of two ways. Both methods will make the adjustments in similar ways. What method you want to use is just upon your convenience:
Method 1 - Adding Final Stock Value: You tell the system what your Final Stock is. The system will automatically calculate the adjusted stock value (Adjusted Stock = Final Stock Mentioned in CSV - Current Stock present in the system). This is convenient for you if you just want to adjust the final stock value in the system.
Method 2 - Add Adjusted Quantity: If you don’t know the Final Stock, but just want to update the amount of inventory you bought OR sold, you can use this method. Just add the adjusted amount details. In this case, the system will automatically adjust the inventory and update the final stock amount.
Note: If you want the adjusted quantity to be decreased, just add a minus sign before the number. For Example, "5" means the stock gets increased after the adjustment by that value, and "-5" means the stock gets reduced:
Important: As both of these (Final Stock vs Adjusted Quantity) are alternative methods, you can only fill data in either one of these columns. If you try to add data in both columns, you will face an error while uploading the CSV.
8. Reason (optional):
Here, you can add the reason for which the inventory was adjusted for your future reference. You can either use the default reasons such as Purchases, Returned, Sold, Damaged, etc. OR you can add your own new reasons as well.
9. Client/Vendor Name (optional):
This is optional. You can add the name of the client/vendor to whom you sold OR bought the goods If from. Note that you can only add client/vendor names already existing in the system. If you add new/wrong client/vendor names, you will face an error while uploading the CSV.
10. Custom Fields (optional):
If you have created custom fields in your system to record inventory adjustments, you can update the data in these custom fields as well while making bulk adjustments. In this case, for each custom field, you will have to create a column named "customField.customFieldName".
For example, let's say I have created a custom field called "Transport Medium" in my inventory transactions. To upload data in this field, I will have to create a column named "customField.Transport Medium" in my CSV:
10. Warehouse ID (Mandatory is enabled):
If the warehouse feature is enabled for your business, an additional column for “Warehouse ID” will appear in the sample file as shown below:
Enter the corresponding Warehouse ID for each adjusted item in this column.
To ensure that you are using the correct warehouse IDs, please cross-check the warehouse IDs associated with each warehouse from your Warehouse Settings:
Once you are done adding the required details in the CSV file, go back to the “Adjust Bulk Inventory” option, click “Choose File”, and upload your CSV file.
It might take a few seconds for the adjustment to reflect in your system. You will receive an email on the status of your upload once it is processed by the system:
In Case of Successful Upload:
In Case of Upload Failure Due to Errors:
In case your upload fails, you will receive an error report as shown above. Download this to check the errors. Make the necessary corrections and upload it back. Here’s what your error report may look like:
That’s it!
Making bulk inventory adjustments is that simple. If you still have questions, feel free to reach out to us at care@refrens.com OR drop a message on our live chat support for quicker response!