Modify Existing Inventory

Modify Existing Inventory

Modify Existing Inventory

Modifying inventory is a routine task used to keep inventory levels accurate over time. When we refer to inventory, we are referring only to the quantity you have on hand for items already in your catalog.

This process does not add new herbs, formulas, or products. It only adjusts the quantities of existing items.

Where to Modify Inventory

Navigate to:

Admin > Settings > Data > Update Existing > Inventory

Why Inventory Adjustments Are Necessary

Over time, inventory values for single herbs and premix formulas can become inaccurate due to:

  1. Small quantities being dispensed repeatedly

  2. Estimated quantities entered during receiving

    • For example, a “100 g” bottle may actually contain 103 g or 105 g

  3. Spillage

  4. Human error

For accuracy, it is recommended to perform a full inventory count at least twice per year and update the system with the correct values.

How Bulk Inventory Modification Works

Inventory modifications are applied by:

  1. Exporting your current inventory

  2. Updating quantities in a CSV file

  3. Uploading the file back into the system

The system will automatically increase or decrease inventory values based on the updated quantities you provide.

Step-by-Step: Bulk Modify Inventory

Step 1: Export Your Current Inventory

Go to:

Admin > Settings > Data > Export > Inventory

  • Download the CSV file containing your current inventory

  • We strongly recommend downloading the file twice so you have a backup

Step 2: Select Export Criteria

Choose the appropriate options before downloading:

  • Item Type

  • Herb Type

  • Name Type

Download the CSV file and open it using Excel or a similar spreadsheet program.

Note: Apple Numbers is not supported.

Step 3: Create a Backup Copy

If you did not download the file twice in Step 1, create a copy now before making any changes. This allows you to restore the original file if needed.

Step 4: Update Inventory Values

In the CSV file:

  • Update the inventory quantities to reflect your correct counts

  • Do not change the Herb/Product ID

  • Ensure the correct ID remains paired with the correct item name

Important rules:

  • Inventory values may be increased or decreased

  • Inventory values may be set to 0

  • Inventory values cannot be negative

  • Save your work frequently and do a final save when finished

Step 5: Upload the Updated File

Go to:

Admin > Settings > Data > Import > Existing Data > Modify Inventory

  1. Select the updated CSV file from your computer

  2. Click Review

  3. The system will analyze the file for errors

  4. Scroll to the bottom of the screen and complete the upload process

Step 6: Verify Your Changes

After uploading, verify that the changes were applied correctly.

You can check:

  • Inventory History
    Admin > Inventory > Inventory History
    View all inventory adjustments made by the upload

  • Inventory Levels
    Admin > Inventory > Inventory Levels
    Confirm that quantities match your CSV file

Best practice:

  • Check 5–10 items to confirm accuracy

  • Remember that total inventory equals the sum of all lot numbers for each item

  • Review lot numbers to ensure they are correct

Best Practices

  • Always keep a backup of your export file

  • Never modify system-generated IDs

  • Perform inventory counts regularly

  • Use bulk updates for audits; manual updates for daily receiving

Need Help?

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

  • The CSV file you uploaded

  • A description of the issue

  • Any error messages shown during review

We’re happy to help.

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