Import Physical Inventory

Updated 2 months ago

Setting a Physical refers to setting the actual quantity of the product in a warehouse. The quantity entered is the quantity you have in stock.

You can set the physical inventory on multiple products using a file import. Inventory is stored in warehouses, so the file will reference to which warehouse you are setting the physical inventory.

  1. On the Inventory tab, click on Warehouse Inventory Import.
  2. Download the template from the action menu. You can download a template as an excel spreadsheet, CSV, or tab delimited file.  You can also download a blank template [Download Template], a template with all SKUs [Download Template (all products)], a template with all SKUs and their current inventory [Download Template (all product inventory)], and a template with all SKUs excluding shadow SKUs and All Component/Main Component kits [Download Template (all products no Shadow/Dependent Kits)].
  3. In the Product ID column, enter the ProductID.
  4. In the Warehouse column, enter the name of the warehouse where the inventory of the product will be stored. You can have multiple warehouse on a single import file. 
  5. In the third column, enter the physical quantity of the product.
  6. In the last column,  enter the date and time the inventory was counted. Repeat this process for all the items in the import. You can set a different time and date for each item in the import. This column only needs to be filled in if there was inventory movement since the time of counting. If there was no inventory movement, the physical will be time stamped with the time of the import. However, the column header "InventoryDate" should be left in the file.
  7. Save your template.
  8. Go back to the warehouse inventory import page and select your file. 
  9. Select the file type of the fileyou are importing.
  10. Typically, the Update Type should be set to "Partial" (this is the default selection). Read about Update Types below. 
  11. The inventory date and time displayed on this page are the date and time of the import, not the date and time of the actual counting. Both time frames will be logged, but the date entered on the template will take precedence over the page's time stamp. If there is no date and time entered on the template, then the date and time of the import will be used as the date and time of the physical count.
  12. Click Import Inventory and the inventory will be imported into the assigned warehouses.
Understanding and Using Update Types
  • Partial Update (Strongly Recommended)  - Import will only set the physical on SKUs that are in the file. No other SKU will be affected. Likewise, it will only affect inventory quantity in the warehouse entered on the file. 
  • Full Update - will set any SKU in the system that is not on the file to a quantity of zero. Typically, a full update is only done when you are sure that what the count accurately reflects the complete inventory, and you want to zero out any other item that is currently in the system.
  • Full Update by Warehouse - Enable client setting Enable Warehouse Inventory Import by Warehouse. When client setting is enabled, a warehouse dropdown will display when Full Update is selected. By selecting a warehouse, inventory in the selected warehouse alone will be affected. Inventory in other warehouses will be ignored. This means that any product not on the file will be will be zeroed out in the warehouse selected in the dropdown, but the inventory in other warehouses will not be affected. Please note the following conditions:
      • The warehouse in the file must match the warehouse selected. If it does not, an immediate error will be thrown.
      • The file must have only one warehouse - the matching warehouse. If the file contains additional warehouses an immediate error will be thrown.

Importing Physical Inventory Automatically
Physical inventory can be imported from an FTP using the scheduled task Import Physical Inventory. If the file format matches the SellerCloud format, use the plugin type None. If the file is formatted differently a plugin would need to be created and select on the scheduled task. Read about setting up a scheduled task here.

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