Import stock from Excel

• 0:04With stock import, you load or adjust a warehouse's stock all at once, from an Excel file.
• 0:09It's useful, for example, for the initial load when you start operating,
• 0:14or to record an inventory count.
• 0:16It's in the WMS app, and it's used by people with the import stock permission,
• 0:21such as the stock manager.
• 0:23The process has five steps:
• 0:25you download the template, fill it in, upload it,
• 0:28the file is processed in the background,
• 0:31and you get an email with the result. Let's take a look.
• 0:35This is the WMS Stock screen.
• 0:37Next to the export button is the button to import stock from Excel.
• 0:41Only users with the import stock permission can see it.
• 0:45Tapping it opens the import dialog.
• 0:47First you choose the warehouse;
• 0:49if you only have one, it's already selected.
• 0:52Then you choose the store that owns the stock.
• 0:56The Replace stock switch is off:
• 0:58by default, quantities are added.
• 1:00The question mark explains the difference;
• 1:03we'll see it later with an example.
• 1:05With Download template you get the sample Excel file.
• 1:10The Stock sheet has nine columns:
• 1:12SKU, barcode, name, description, image, location, quantity,
• 1:17lot and expiry date.
• 1:19The second sample row has two barcodes in the same cell.
• 1:23Sample rows are ignored when importing.
• 1:27The Instructions sheet sums up the rules in eight points, so you have them at hand while you fill in the spreadsheet.
• 1:33This is what a completed spreadsheet looks like.
• 1:36Each row is a product in a location.
• 1:39The product is looked up by its SKU and its barcodes.
• 1:42If it doesn't exist, it's created, and in that case the name is required,
• 1:47like the mate gourd and the thermos.
• 1:50The location has its levels separated by semicolons:
• 1:54zone, aisle, rack, shelf and bin.
• 1:57A, 03, 2, B is zone A, aisle 03, rack 2, shelf B.
• 2:02If the location doesn't exist, it's created automatically.
• 2:07A positive quantity adds stock and a negative one subtracts it.
• 2:13Lot and expiry date are optional.
• 2:16A product can have several barcodes:
• 2:19they go in the same cell, separated by semicolons.
• 2:22The mate gourd is new and is created with its two barcodes.
• 2:26The yerba mate already existed with the first one, so the second one is added.
• 2:31A barcode is never deleted, and if one already belongs to another product, the row isn't applied.
• 2:37Back in the app, you choose the file and tap Import.
• 2:40The file is processed in the background:
• 2:43you can keep working, and when it's done you get an email with the result.
• 2:48When it's done, you get this email.
• 2:50It shows the store, the warehouse and how many rows were applied:
• 2:55five. Two products and four locations were created,
• 2:58and a barcode was added to the yerba mate.
• 3:01Below is each row with an error:
• 3:03row seven is a new product without a name,
• 3:06and row eight gives the T-shirt the thermos's barcode.
• 3:10You fix them and import just those rows again.
• 3:13If you upload the same file again, the app recognizes it and tells you when it was imported.
• 3:19The warning is there because quantities are added:
• 3:22applying the same file twice would double the stock.
• 3:26If you really want to apply it again, confirm with Import anyway.
• 3:30If it was a mistake, tap Cancel and nothing is applied.
• 3:34To set the final value instead of adding, turn on Replace stock.
• 3:38For example, if a location has ten units and the row says five:
• 3:42adding leaves fifteen; with Replace stock, five remain.
• 3:46In replace mode, negative quantities aren't accepted,
• 3:50and anything not in the file is left untouched.
• 3:53Use it carefully, because those adjustments aren't undone automatically.
• 3:59You can see the result on the Stock screen:
• 4:01the mate gourd and the thermos that were created show up, along with the updated quantities.
• 4:07And in Stock Movements, each applied row is recorded as an adjustment with the note WMS
• 4:13stock import and the import number, so you can trace everything that file changed.
• 4:19In short: you download the template, fill in one row per product and location,
• 4:25choose whether to add or replace, and the result arrives by email.
• 4:30Every change is recorded in Stock Movements.