Import New Inventory

Import New Inventory

Import New Inventory

Inventory represents the stock levels you have for each single herb, premix formula, or product in your dispensary. Inventory management only tracks quantities and consumption—it does not create herbs, formulas, or products.

This article explains how to bulk upload inventory using a CSV file. While inventory can be added one item at a time, most dispensaries find it easiest to upload their initial stock levels all at once, then add inventory manually as new stock is received.

Where to Import Inventory

Navigate to:

Admin > Settings > Data > Import > New Data > Inventory

Import New Inventory Help Video

A help video is available on the Inventory Import screen to guide you through the process.

When to Use Bulk Inventory Upload

Bulk inventory upload is best used when:

  • You are setting up a new dispensary

  • You want to add all current stock levels at once

For ongoing operations, most dispensaries add inventory manually as new shipments arrive.

How Inventory Upload Works (Initial Upload)

When uploading inventory, the system must know exactly which item the stock belongs to. Each herb, premix formula, or product in your dispensary has a unique system-generated ID.

To prevent errors, the system generates a CSV file for you that already includes the correct IDs. You only need to add lot numbers and quantities.

Step 1: Generate the Inventory CSV File

Go to:

Admin > Settings > Data > Import > New Data > Inventory

On this page, select the following options:

  • Item Type

    • Single Herbs

    • Premix Formulas

  • Herb Type

  • Name Type

Then click Download.

The system will generate the exact CSV file you need.

Step 2: Fill Out the CSV File

Open the downloaded CSV file. It will look similar to the example shown on the import screen.

Important Notes About the File

  • Column A contains the Item ID

    • This ID is generated by the system

    • Do not change this value

    • Always ensure the ID stays associated with the correct item

⚠️ If you sort the spreadsheet, make sure you sort all columns together.
Sorting only one column can cause quantities to be assigned to the wrong item.

Enter Inventory Details

For each row:

  1. Enter the quantity on hand

  2. Enter the lot number

    • If you do not have a lot number, you must create one

    • Inventory will not import without a lot number

  3. If an item has multiple lot numbers:

    • Duplicate the row

    • Keep the same Item ID

    • Enter the quantity and lot number for each lot

Step 3: Remove Blank Rows

Before uploading:

  • Remove any rows that do not have both a quantity and a lot number

  • The system will reject rows missing required values

Step 4: Upload the CSV File

Return to:

Admin > Settings > Data > Import > New Data > Inventory

  1. Click Choose File

  2. Select your completed CSV file

  3. Upload the file

Step 5: Review and Confirm

The system will analyze your file to ensure:

  • All required data is present

  • All Item IDs exist in the system

If everything is valid:

  • The screen will appear blank

  • A green Confirm and Upload button will appear at the bottom of the page

Be sure to scroll to the bottom of the screen.

Click Confirm and Upload to complete the import.

Verify Your Inventory Data

After uploading, you can confirm the inventory was imported correctly by visiting:

  • Admin > Inventory > Inventory Levels

  • Admin > Inventory > Inventory History

Best Practices

  • Always use the system-generated CSV file

  • Never edit Item IDs

  • Double-check lot numbers and quantities before uploading

  • Use bulk upload for initial setup, manual entry for ongoing inventory

Need Help?

If your inventory does not import as expected, contact support and include:

  • The CSV file you uploaded

  • Any error messages shown during the import process

We’re happy to help.

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