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Import Opening Stock

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Import Opening Stock – Step-by-Step Guide

📥 Import Opening Stock – Step-by-Step Guide #

1. Where to Find “Import Opening Stock” #

  1. Log in to your back-office.
  2. From the left-hand purple sidebar, click Products.
  3. In the Products submenu, click Import Opening Stock.
  4. You’ll land on the screen shown above (file upload area, Download template file button and an Instructions table).

2. Quick Workflow Overview #

# Action Why?
1 Download the CSV template. Ensures correct column order & headers.
2 Fill in the template (Excel / Google Sheets). Add opening stock quantities in bulk.
3 Save the file as CSV. System accepts only CSV.
4 Upload the CSV & click Submit. Create opening stock records instantly.
5 Review success / error report. Fix any failed rows & re-upload if required.

3. CSV Template – Column Reference #

Col # Column Name Required? Instruction / Example
1 SKU Yes Enter the exact product SKU.
2 Location No Name of the business location. If blank, the first location will be used.
3 Quantity Yes Opening stock quantity (numeric).
4 Unit Cost (Before Tax) Yes Cost price per unit, excluding tax.
5 Lot Number No Lot / batch number (text).
6 Expiry Date No Date in business format mm/dd/yyyy (e.g., 01/05/2026).

4. Detailed Steps #

Step A – Download the Template #

  1. Click the purple Download template file button.
  2. Save it as opening_stock_template.csv (or any name you prefer).

Step B – Fill & Save the Template #

  1. Open the CSV in Excel / Google Sheets.
  2. Enter opening stock data following the column guide above.
    Do not rename, delete, or re-order columns.
  3. Once finished, save / export as CSV (UTF-8).

Step C – Upload & Import #

  1. Back on the Import Opening Stock page, click Choose File.
  2. Select your saved CSV.
  3. Click the purple Submit button.
  4. Wait for the confirmation toast or progress bar.

Step D – Validate Results #

  • If “Import Successful” appears, your opening stock is now updated ✅.
  • If you receive errors:
    1. Download / view the error log (if available).
    2. Fix the indicated rows (e.g., wrong SKU, non-numeric quantity).
    3. Save the corrected rows as CSV and re-upload.

5. Tips & Best Practices #

  • Make sure the product SKU already exists in Products → List Products.
  • If you manage multiple locations, double-check the spelling of the Location field.
  • Keep a backup of every import file for auditing.
  • Start with a small test file (1-2 items) to confirm everything maps correctly.
  • Use plain numbers (no commas or currency symbols) in Quantity and Unit Cost columns.

6. Troubleshooting FAQ #

Problem Likely Cause Fix
“SKU not found” SKU does not exist in the product list. Create the product first or correct the SKU spelling.
“Invalid date format” Expiry Date not in mm/dd/yyyy. Enter the date exactly in business date format (e.g., 01/05/2026).
0 quantities imported Quantity column left blank or text entered. Enter numeric quantities only (e.g., 150).
File rejected Saved as .xlsx instead of .csv. Re-save / export as CSV (UTF-8).

7. All Set! 🎉 #

You’ve successfully learned how to bulk-import opening stock.
Use this guide whenever you need to initialise stock levels for new locations or migrations.
Happy stocking!

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