Importing Inventory / Stock

The CSV import allows you to quickly update the stock levels of multiple stock items. For example, after a stock take you may need to update the in stock quantity of many items. When you do a stock take you can easily export your product list, update the stock quantities and then import it back into Brightpearl to correct the inventory levels.

Products or Inventory?

Products are records of items that you buy and sell. Inventory represents quantities of those items in stock.

Inventory can only be added against a product.

To add or edit product records, use the product import at Settings > Data/Import.

To add or correct inventory levels, use the CSV import at Products > Update inventory by CSV. This import requires only 5 columns of data:

csv import file

It is not possible to import both a product and inventory at the same time. The product must first be created, and then inventory can be added against it.

Product ID and / or SKU

At least one of these columns must be populated so that the import can match updates with products.

A product ID is the reference automatically assigned to each product by Brightpearl. These ID numbers are exported from Brightpearl with products.

If matching by SKU every line must include a SKU. Every product in Brightpearl will also need a SKU and it must be unique across all products.

Quantity

This can either be entered as the total number of items in stock, which will then override the system quantity when it is imported, or it can indicate an increase/decrease in quantity by entering a positive or negative value. The method of updating the inventory level is selected as part of the import process.

Location

This column must be included but only requires an entry when multiple-concurrent warehouse locations is active, otherwise the column can be left blank. Warehouse locations are activated at Settings > Products/inventory > Inventory settings .

Item cost price

When adding/removing inventory accounting entries will automatically be made to adjust the asset value in line with those changes. The accounting corrections will be made using the cost value taken either from the imported file or from the price list chosen at point of import. If a price list is being used this column can be left blank.

If you're using this function to move your stock from one location to another, then you would either need to complete two inventory imports or have two lines in your file  - one to remove stock from your previous location and one to add the stock to your new location.

How to update inventory levels by CSV (importing)

Inventory levels in Brightpearl can be updating in bulk by importing a CSV file.

Where a product is connected to a sales channel, those inventory levels will be updated on the sales channel where the inventory level has changed.

Follow these steps to update inventory levels by CSV:

  1. Create your file ready for import. This can be done by first exporting a list of your products and removing unwanted columns. Export your products from Products > List products .
    Howto Update inventory by CSV 1
  2. The import file must be a CSV file, and contain only, and all of, the following columns:
    Howto Update inventory by CSV 2
  3. Save the file as a CSV type file.
  4. Now import the file at Products > Update inventory by CSV . Make the following selections:
    Product ID :
    This is the Brightpearl product number assigned by Brightpearl when a product is created. It is displayed in an exported file of products and can be used to match items during an update.
    SKU :
    This is the Brightpearl product SKU. It can be used to match items during an update instead of using the Product ID. If it is blank it cannot be used for updating. SKUs can only be updated using the Product Import, not the inventory level import.
    - Quantity :
    The import can be used to adjust the current inventory level by this quantity (increase or decrease by this quantity) or to set it to the quantity in this field.
    Location :
    If warehouse locations is activated you will need to specify into which location the items are being added or from which to be removed. If it is not activated leave the fields blank.
    Item cost price :
    When increasing or decreasing inventory levels accounting entries are made to adjust inventory asset values. The accounting entries are made using the cost price of the product set here or from the 
    Match product by :
    SKU or Brightpearl ID. Both these columns are included in your file. If you don't have SKUs use the product ID.
    Quantity :
    Specify whether the file contains the actual quantity in stock, or a figure by which the existing inventory level should be changed by (e.g. 1, or -1, to increase or decrease by 1).
    Warehouse :
    Select the warehouse your are adjusting the inventory level in.
    Use cost price from :
    A cost price is required for making the accounting entries for each stock correction. The price can be taken from a price list or from the file.
  5. Browse for and select the CSV file to import.
  6. Click the Update inventory button to update the inventory levels. This cannot be reversed.

FAQs

I keep getting an error message saying, "Stock correction failed. Not enough on hand availability of product at specified location to perform stock correction". What do I need to do?

It is not possible to reduce your on hand stock quantity to below zero. Although your "in stock" quantity may be remain above zero if you were to reduce it, some of the stock may be allocated to sales orders and therefore your on hand level is less and would fall below zero. Take the following example:

In stock = 10

Allocated to sales orders = 9

On hand = 1

Import attempts to reduce by 5 and fails with the error.

You will need to un-allocate your stock before reattempting the import.

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