Inventory Updater
- 02 May 2024
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Inventory Updater
- Updated on 02 May 2024
- 2 Minutes to read
- Print
- DarkLight
- PDF
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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 digital value that the WineDirect system searches for when any order type is submitted. | 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 | 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
To reconcile stock using the CSV, users must:
- Update stock with desired inventory values for the WineDirect system to use when placing orders for specific products.
- 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
If any discrepancies are found in the downloaded CSV, the user may change the values in any of the columns other than promised_stock and available_to_sell 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.
If many product inventories are imported, this process may take several minutes. This process happens in the background so that the window can be changed or closed.
IMPORTANT NOTE: The CSV can be renamed to anything, but the file type must stay as CSV.
IMPORTANT NOTE: If any columns are left blank, that product's row will not be updated, resulting in an error. If a column does not require a value, it must be set to 0.
Reimporting CSV if Errors are Detected
After the Inventory Updater CSV is imported back into WineDirect, if any errors have occurred, a message will appear at the top of the page indicating 'ERRORS DETECTED DURING CSV IMPORT.'
A supplementary Error Log CSV can then be downloaded, which will contain two new columns at the far right:
- Status - This column will either be Success or Error
- Reason - The explanation of why a row failed to update (i.e., Invalid number on low_stock).
Once errors have been rectified, the two new columns can be deleted. Then, the CSV can be reuploaded to the Inventory Updater to reconcile the errors not updated in the original import.
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