Stock and costing
Update quantities and prices in bulk from Excel
Upload one Excel sheet to set the stock of many items in a warehouse and update their selling prices, with a row-by-row report of what was applied.
3 min readLast updated
In this article
After a full stock count, entering hundreds of adjustments one by one is slow. This screen takes one Excel sheet for one warehouse and applies every row: the counted quantity and, if you include them, new selling prices.
Before you start
Each row needs the item's ID. Export the items list to get the IDs, or use the template.
The sheet works for simple items only: items of type Purchased or Manufactured with no variants. Adjust variants on the quantity adjustment screen.
Quantities are in each item's base unit.
Steps
Open Inventory › Items › Modify Bulk Item Quantity.
Select Download template and fill one row per item: the item ID, cost price, sale price, wholesale price and quantity. Leave a cell empty to keep the current value.
Choose the branch and the warehouse the quantities belong to.
If you have a paper count sheet or permit number, enter it in the manual receipt field.
Select Choose file, pick your .xlsx file (up to 1 MB) and select Upload.
Read the result. A message that all rows were imported means every row was applied. A partial result lists each failed row with its reason, so you can fix only those rows and upload them again.
The fields on the screen
Field | Use |
|---|---|
Branch | The branch the warehouse belongs to |
Warehouse | The warehouse whose quantities the sheet sets |
Manual receipt no. | Optional. The number of your paper count sheet or permit, kept with the movements |
What each column does
Column | Effect |
|---|---|
Quantity | Becomes the item's balance in the chosen warehouse, exactly like a quantity adjustment. The difference is posted at cost to the stock variance account |
Sale price and wholesale price | Replace the item's selling prices. No journal entry |
Cost price | Accepted only while the item has no stock anywhere. Once it holds stock, the row is refused: change the cost with an inventory revaluation |
Rows that fail do not stop the others. A row is refused when the ID does not match a simple item, when a number is invalid, or when it tries to change the cost of an item that holds stock.
Tips
Upload one sheet per warehouse. The branch and warehouse you choose apply to every row.
Select View valid values to see the values the constrained columns accept.
Keep the file you uploaded. Together with the movement log it documents the count.
Common questions
Does the sheet add to the stock or replace it? It replaces it. The quantity you enter is the new balance in that warehouse.
Why was my cost price ignored? The item already holds stock. Changing its cost without a revaluation would move the stock value with no entry in the books, so the system refuses the row.