Import Physical Inventory

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. 
  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. Enter the physical quantity of the product in the third column.
  6. Enter the date and time the inventory was counted into the last column. 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 to the time of the actual import. However, the column header "InventoryDate" should be left in the file.
  7. Save your template.
  8. You can also download a template with all the inventory currently in your system. On that template, all inventory will have a default quantity of zero and you will need to adjust that value for each item in your inventory.
  9. Go back to the warehouse inventory import page and select your file. 
  10. Select a file type that matches the file type you are importing.
  11. Typically, the Update Type should be set to "Partial" (this is the default selection). Read about Update Types below. 
  12. The inventory date and time shown displayed on this page is 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 actual physical count.
  13. Click Import Inventory and the inventory will be imported into their 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 was counted 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 their inventory in other warehouse 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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