Every combination of product, variation and size has a unique inventory level in Stitchex. As you ship products to your customers and receive products from your manufacturers, inventory levels are updated accordingly and you should always have an accurate measure of your current inventory available to you via the reporting interface.

Stitchex also tracks the production quantities required to cover your sales, as well as quantities awaiting delivery from your manufacturers. These quantities are available as reports as well.

Updating inventory

The normal workflow for increasing your inventory is to create, confirm and "receive" a production order. In some cases you'll want to set or adjust inventory levels manually. You can do this in one of the following ways:

  • Set inventory levels directly from a product details page.
  • Creating a manual inventory adjustment.
  • Exporting/importing a spreadsheet of inventory levels.

Setting inventory levels directly

To set the "in stock" inventory level directly for a product perform the following steps:

  1. Navigate to the product details page for the product you want to receive.
  2. Click the SKUs tab at the top of the page.
  3. Enter a stock count in the "Stock" column for the appropriate size and color variation you want to change.  (See Figure 1)
  4. Click the "Update Product" button.

Figure 1

Creating a manual inventory adjustment

If you have a small number of adjustments to make, or you know the exact additions or subtractions you wish to make, then creating a "manual adjustment" record is the quickest way to update inventory levels. To create a manual adjustment:

  1. Select Inventory Adjustments from your left, vertical main menu.
  2. In the Inventory Adjustments area, click the drop-down button on the top right and select "New manual adjustment".
  3. A new inventory adjustment record will be created and the 'Select Products' dialog will open automatically. Select some products to add to the adjustment. You can always add more products later. Click the "Add Products" button.
  4. Enter the inventory adjustments quantities. Enter positive values to increase the inventory level, negative values to reduce an inventory level.
  5. Click the button to optionally add a comment explaining the reason for the adjustment.
  6. When you are ready to apply your adjustments, click the "Apply →" button. You will have the change to undo your change if a mistake was made.

All stock adjustments are listed on the left side of the update inventory page (Figure 2):

Figure 2

You'll notice that draft/unapplied adjustments are listed at top, above the grey arrow. As you apply the adjustments, they are transferred down to the list of applied adjustments. The green quantity values indicate quantities added to inventory, and the red values indicate quantities deducted.

Navigate to a particular adjustment by clicking it within the adjustment list.

The "Filter by product" input box can be used to search for adjustments that contain a particular product. You can enter a product name or product identifier in this box. Click the button to perform the search.

Exporting/Importing inventory levels

In a typical stock-take scenario (where you wish to record and enter total quantities counted), it's likely that you'll want to use the import spreadsheet method of updating inventory levels.

To get started, you'll most likely want to export a spreadsheet (containing current inventory quantities) that you will edit, save, and import back into Stitchex. The spreadsheet will be in the correct format and contain all current product SKUs. To download such a spreadsheet take the following steps:

  1. Select SKUs from your left, vertical main menu.
  2. Scroll down to the bottom of the screen and click "SKU CSV" or "Excel" (See Figure 3) to download a list of your existing inventory and/or a blank template for uploading.  
  3. Update your CSV or Excel file with your new total inventory count in the "stock" column and save.
  4. Click the drop down arrow next to Upload Data at the top right corner of your screen as shown in Figure 4 and select Upload Stock Levels.
  5. Select Browse for File and locate your file, then click OK (Figure 5).

Figure 3

Figure 4

Figure 5

These are the columns within your spreadsheet that you can update.   

  • product_identifier
  • season
  • color
  • size
  • sku_#
  • ean_upc
  • warehouse
  • warehouse_location
  • stock

Error Handling

In an attempt to import stock levels by SKUs, the error report in Figure 6 was generated.  As you can see from the example (Figure 6), two items in the spreadsheet "failed" to upload and one item "completed with some errors".  

After further examination, the "failed" items were corrected by removing the line items with "zeros".  And, the row that completed with some errors was because some of the SKUs were not in the system.  Recheck your import file and system.  Then, try the import again. 

Figure 6

Import History

Once uploaded, you will be taken to the Spreadsheet Import History Page where you can confirm whether your import completed successfully.  From here, confirm the number of rows that completed were indeed the number of rows you imported.

Figure 7

You will also receive an email message from letting you know if the import was successful.

In addition, you will get a notification at the top, right of the screen letting you know whether they passed or failed.  Click on the "bell" to see these notifications:

Figure 8

Inventory Change Log

You can view transaction changes in your Inventory Change Log by selecting "Change Log" at the top center of your screen.  When you want to go back to inventory adjustments, click the Update Inventory button in the top center of your screen.

Figure 9

Bundled Products

A Bundled Product can consist of multiple products, variations and sizes.  When a manual inventory adjustment is performed against a Bundled Product, the increase/decrease of the "Stock" levels are performed on the individual products within that Bundle.

For a Bundled Product composed of two caps and an Inventory Adjustments is made to the Bundled Product with an increase in quantity of five, the SKU of the individual caps will be increased by a total of ten (five for each cap within that bundle).

See our Knowledge Article on Bundled Products for additional information.

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