Inventory Updater
- 18 Mar 2024
- 2 Minutes to read
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Inventory Updater
- Updated on 18 Mar 2024
- 2 Minutes to read
- Print
- DarkLight
- PDF
Article Summary
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The inventory update in WineDirect is a tool that will allow for instant access to inventory analytics. To access the Inventory Updator, Login to WineDirect > Settings > Inventory Updator.
Downloading Inventory CSV
Click 'Export Inventory CSV' on the main Inventory Updator page, and a CSV will automatically download to your browser and computer.
Once downloaded, the CSV will be presented in the format in the image below.
Understanding the CSV
5 columns in the Inventory Updater CSV are crucial to reconciling inventory. These cells are:
| Cell Name | Purpose | Changeable? |
| stock | This is the total number of products that are in a specific location_name and pool_name | Yes |
| low_stock | This is the stock level that admin users will be notified of via email, alerting them that the stock of this item has diminished to a low amount. | Yes |
| safety_stock | This is the reserve stock set in a product's profile. This ensures that a specific number of products are not sold in case of multiple orders when stock is low or a user wishes not to sell a certain amount but still needs to track inventory. | Yes |
| promised_stock | The total amount of products that have been purchased by customers but have not been picked up or shipped | No - Never update in the CSV |
| available_to_purchase | The stock that WineDirect will look for when attempting to complete an order. This value is calculated by: available_to_purchase = stock - safety_stock | No - Never update in the CSV |
IMPORTANT NOTE: To import the CSV successfully, the following columns can NEVER be edited in any way (i.e., titles, location, content):
- SKU
- product_name
- location_name
- pool_name
- promised_stock
- available_to_purchase
These items are 'Read Only' in a product's profile and will always be automatically updated by the WineDirect system.
Reconciling Stock on the CSV
When reconciling stock, it is beneficial to first calculate what stock is expected when a manual count is done. The formula to calculate the Expected On-Hand amount is available_to_sell + safety_stock + promised_stock. Knowing this value allows for a simplified cross-reference when the Actual On-Hand value is calculated.
To reconcile stock using the CSV, users must:
- Calculate the Actual On-Hand value by physically counting the products in the specific location_name and pool_name.
- Subtract the promised_stock value from the Actual On-hand Stock.
- Update the stock value with the result.
- For example, If an Actual On-Hand value is 100, and the promised_stock is 20, then the stock value needs to be set to 80.
- If necessary, any safety_stock and low_stock values can be updated.
- Never update the values for promised_stock and available_to_purchase.
IMPORTANT NOTE: No column can be deleted, and all column names must remain unchanged. If either happens, the CSV will fail to import and update the WineDirect system.
Updating Inventory through CSV Import
IMPORTANT NOTE:This function is under construction and will be released soon.
If any discrepancies are found in the downloaded CSV, the user may change the values in any of the columns to reflect the true inventory of the storefront.
Once the values are updated, save the CSV and upload it using the Browse button located to the far right of Step 3 on the main Inventory Updator page. Click Import Inventory at the bottom of the page to import the CSV and automatically update the product inventory within the WineDIrect admin panel.
IMPORTANT NOTE: For the importing and updating to be successful, all columns must be filled in and not deleted.
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