Inventory details can be adjusted en masse via an Excel export/ import. All the products or ingredients that have barcodes or SKUs must have them assigned before continuing. The barcode or SKU is how the system will identify the item in the excel sheet to the cloud server in order to make adjustments.
Please note, you will need to contact Support to enable inventory synchronization before you can use the inventory feature to its full potential. If you have the purchase ledger feature, you will need to have this disabled to use the inventory import functionality.
Exporting the Excel Sheet
To export the inventory Excel sheet:
- In the Management Console ([yoursubdomain].revelup.com), navigate to the Inventory tab. Select the Products or Ingredients tab, depending on the items you want to edit. The functionality on both tabs is the same- the only difference is the items you will be editing.
- Once in the Product or Ingredient tab, click the elipses icon and select Export> Excel (Customized) from the drop-down:
- In the next page, locate the Product/ Ingredient Inventory Export section. Click the Filter Items field. Here, you can choose select items to export, based on Categories, Product Groups, Vendors, Classes or Identifier. Whatever is checked will appear in the exported sheet. Whatever is not checked will not appear in the exported sheet:
- Next, click the Additional Columns field to select which (if any) details you want to appear in your sheet to edit. If you do not select any of these options, your exported sheet will serve only as a record keeping document. If you try to re-import it, no changes will be made to your inventory. The editable details are as follows:
- Actual Columns: Select this if you want to change the Actual details for your items. For instance, if your system shows 10 units on hand, but you truly have 15, you would update the actual to 15 to reflect the true quantity.
- Receive Columns: Select this if you want to input new inventory that you have Received. Whatever you fill out in the receive column will add to the current inventory on hand. For instance, if your system shows you have 10 units on hand for an item and you receive 5 units, your system will then show you have 15 units on hand.
- Waste Columns: Select this if you want to record Wasted items. Whatever you enter in the waste column will subtract from your current inventory numbers. For instance, if your system shows you have 10 units on hand for an item and you waste 5 units, your system will then show you have 5 units on hand.
- Reset Cost Column: Select this if you want to update the costs of your items. Whatever you enter in the cost column will override the current cost of the item.
- Reset Inventory Column: Select this if you want to erase all inventory details for an item. This includes anything you have received, wasted, or updated. Only reset the inventory if you are sure you want to erase all historical inventory data for the item.
- Reset Low Stock Threshold: Select this if you want to update the low stock threshold for an item. When an item's on hand inventory falls below the set threshold, you will receive an email notification that it's time to order more. Whatever you enter in this column will override the current threshold.
- Forecasting Columns: Select this if you want to update your product forecasting to estimate inventory needs for the coming month. Whatever you enter in this column will override the current forecast:
Filling Out the Excel Sheet
Once you open your export inventory spreadsheet, fill it out following the below directions:
- You will see your selected filters in the exported sheet.
- Fill out the details for the columns you selected from the Additional Columns field.
- Please note: if you make any changes to item details in columns that are NOT the additional columns, the changes will not take effect. You will need to change these details in the basic product export (these are details like Name, Barcode, SKU, etc.).
- Once you are done filling out the spreadsheet, save it in a place you can easily locate later.
Importing the Excel Sheet
When you have filled out your Excel sheet and are ready to import it so your new details are reflected:
- In the Management Console, navigate to the Inventory tab. Select the Products or Ingredients tab, depending on the items you want to edit.
- Once in the Product or Ingredient tab, click the elipses icon and select Import> Excel (Customized) from the drop-down:
- In the next page, locate the Product/ Ingredient Inventory Import section. Click Choose File and select your saved Excel sheet.
- When your Excel sheet is attached, click Import.
- A yellow bar will appear alerting you that your file is processing. Make sure to check your email to view the results of the import. If any errors occurred during the import, they will be listed in the email. Fix the issues in the Excel sheet and repeat the import process.
Please Note: If Purchase Ledgers are enabled (Settings> Staff Settings>Vendor PO's> Enable Purchase Ledgers) the ability to import inventory spreadsheets will be disabled.