Adjusting Instock Inventory Levels via Import

Making a Bulk Adjustment to Inventory Levels

A user with the Inventory Manager role or higher can make bulk adjustments to their inventory by importing data. This allows users to make inventory adjustments to Instock or Shrinkage status outside of an Inventory Count or by manual adjustment of individual items.

Note: These adjustments will only affect the Instock status of items. Items that are listed in other statuses: Pulled, Ordered, etc. will be omitted from the Import Template. For additional information on understanding Inventory Status, see Inventory Status - What Does It Mean?

If you discover items that need to be adjusted to Instock but are not on your spreadsheet, you can add new rows to the bottom of the template for the missing items. Once you enter the required column fields and enter the count, the Import Tool will adjust them into your inventory.

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1. On the RepairQ Navigation Bar, go to Inventory -> Inventory Summary.

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2. On the Inventory Summary page, you can filter results for the batch of inventory items you would like to adjust. To focus on all items with an on-hand quantity, click the Filter button, and select the Inventory Focus to Instock. Click the Apply button to see your results.

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3. Once your new results have populated, click the Options button near the top of the page, then click Import.

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4. A new section named Import Inventory Stock Changes will appear below your summary list. Click the Inventory Import Template button to download a spreadsheet of your filtered results. 

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5. Your browser will download the Inventory Import Template. Save this file somewhere on your computer that is easily accessible for you to make changes and re-upload.

 

6. When looking at the spreadsheet, Column F shows the Instock Qty, which is the current quantity of inventory for this item that is in Instock status.

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7. Column G shows the Counted Qty, which is for the quantity of inventory that you have physically verified as counted for this item. You will enter the counts for each item here.

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8. Column H is where any variances will be recorded. To assist with this, you can type the formula =G2-F2 into cell H2, and press Enter to update the cell. You can also drag the right corner of the cell down to lower rows to copy the formula to the others.

This formula subtracts the Instock Quantity from the Counted quantity and leaves you with a variance.

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  • A zero total in Column H means means there is no variance between your on-hand counts and your counted quantity. This item will be skipped when imported into RepairQ.
  • A positive number means there is extra stock, so this is a positive variance.
  • a negative number means there is a shortage of stock, so this is a negative variance.

 

Reconciling Variances on the Import Document

Before you upload the document to RepairQ to update your counts, variances require additional information in the document. This will ensure a successful upload.

Adjustments for Positive Variances

  • Non-serialized Items - New inventory items will be added into inventory under Instock status for existing lines in the document.
    • If you are adding new lines to this document, the following Inventory Fields will need to be entered into the document under the following columns:
      • Item Type
      • Manufacturer
      • Name
      • Instock Qty
      • Counted Qty
      • Adjustment Qty
      • Supplier
      • Condition
  • Serialized Items - New inventory items will be added to inventory under Instock status. In addition to the above fields, you will need to add information in the Serial Numbers field of the document under Column I.
    • If the adjustment is for a single serialized item, enter the serial number under column I.
      • If the Serial Number is numeric, you may need to add an apostrophe ( ' ) before the number to override the cell formatting. e.g. '12345.
    • If you are adjusting multiple Serial Numbers for the same item, you can enter the Serial Numbers separated by a comma, no spaces. e.g. '12345,12346.

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Adjustments for Negative Variances

  • Non-serialized Items - Items will be removed from inventory under Shrinkage status for existing lines in the document.
  • Serialized Items - You will need to enter the Serial Number of the item that will be removed from inventory under Column I.
    • If the Serial Number is numeric, you may need to add an apostrophe ( ' ) before the number to override the cell formatting. e.g. '12345.
    • If you are adjusting multiple Serial Numbers out of inventory, you can enter the Serial Numbers separated by a comma, no spaces. e.g. '12345,12346.

8. Once you have made the appropriate changes to your document, save your changes. RepairQ will accept Excel files (.xlsx) or Delimited Text files (.txt) when uploading.

 

9. In RepairQ, navigate back to Inventory Summary -> Options -> Import. Under the Import Inventory Stock Changes section, click Import and select your file for upload.

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10. Click Import to upload your changes.

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RepairQ will begin importing the document. If you are importing a large list of items, it may take some time to upload, so please be patient. Once the import is complete, you will see an Import Successful notification with a breakdown of all imports, adjustments, and rejections. If any errors occur, RepairQ will cancel the import without making any changes and notify you of any problems with the import file, so you can make corrections and try again.

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