Upload Inventory

The inventory upload feature comes in handy to seamlessly integrate the inventory into the system. This facilitates the bulk import of item inventory, streamlining the onboarding process, and ensuring a swift transition into the system. Beyond the initial setup, this feature can also be employed to make bulk inventory adjustments to address any discrepancies effectively.

To upload the inventory into the system, follow the steps mentioned below:

• Download the latest CSV template from the "Upload Inventory" module.

• Copy the inventory information into the CSV template.

• Select the upload rule.

• Select the inventory adjustment account.

• Upload the template into Xoro.

Downloading the CSV template

• Go to the Upload Inventory module using the search menu.

• Click on “Download Template“.

Copying the information into the template

Once you’ve downloaded the template file, you can add/copy your data into the CSV. Mandatory fields are marked with a double asterisk (**) prefix.

Below are some points to be noted when entering the data into the template.

• The file must be a CSV (Comma-separated values) file. The name of your file must end with csv.

• Make sure you don’t change any of the column headings from row 1 in the template – these are needed for the file to import correctly.

• All date fields will accept a format of MM/DD/YYYY or MM-DD-YYYY.

• Be mindful of any leading zeros in your data, some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.

• Sometimes long numbers (UPC, etc.) are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.

• Make sure all the locations and items belong to the correct Store.

If you’re importing more than 5,000 records, we recommend you split up the file.

Upload inventory template fields

Column Name	Data Type	Description
**StoreCode	Text	Enter the store code for which the inventory is being changed. Please note that this should exactly match the store code in Xoro. You can refer to the "Store Centre" in the system to determine the code.
**ItemNumber	Text	Enter the item Number (SKU) exactly as it is in Xoro here.
**LocationName	Text	Enter the location for uploading the inventory. Depending on whether you have your WMS enabled or not, you may have a single or multiple location(s). Please refer to the "Location Centre" in the system to determine which location you’re changing the inventory for.
**Qty	Numeric	Enter the item quantity here according to the Upload Rule you will use.
Unit Cost	Numeric	Enter the unit cost of the item here.
**ReasonCode	Text	Enter the reason code for changing the inventory. The default reason codes are: “FI” for found inventory, "DMG" for damaged inventory, and "NF" for inventory not found. Click here to know more about reason codes.
Memo	Text	Enter any notes or additional information related to the inventory change here, if necessary. For Opening Inventory, you can mention “Opening Balance Inventory”.
**UploadRule	Text	Enter “S” or “D” here for selecting sync or delta rule. If entered, this will take preference over the rule selected in the Step 4 of the upload module.
AdjAccntName	Text	This will overwrite the adjustment account for item. Generally for opening balances entry, “Opening Balance Equity” account is used here.
TxnDate	Date	Enter the date of inventory adjustment here.
ItemIdentifierCode	Numeric	Enter the item identifier code here. Item identifier code column specifies, how item number field value of the file will be used to match the item in the system. Below are the valid identifier codes to be used in upload inventory. 0 will represent Not Applicable 1 will represent Item Number 2 will represent Item UPC. 3 will represent Item Barcode. 4 will represent Alternate item number 1. 5 will represent Alternate item number 2. 6 will represent Alternate item number 3.
LotNumber	Text	Enter the lot number of the item here.
BatchNumber	Text	Enter the batch number of the item here.
MfgDate	Date	Enter the manufacturing date of the item here.
ExpDate	Date	Enter the expiry date of the item here.
ImportError	Text	If the file import results in an error, the errors will be listed in this column in the error file.

Selecting the upload rule

Before beginning the upload, you have to select the upload rule.

Delta Rule: This rule increments or decrements the quantity for a particular item number, Location, and store. For example, entering 1 here increases the current inventory in the system on that location by 1. Likewise, putting -1 decreases the current inventory in the system on that location by -1.

Delta Rule (Quantity = Final Qty – Current Qty )

Sync Rule: This rule overrides the quantity ItemNumber, Location, and store. For example, entering 15 here overwrites the current inventory in the system on that location to 15. You cannot use negative quantities when this rule is chosen. Based on your quantity the system will make the necessary adjustments in the system (positive or negative)

Sync Rule (Quantity = Final Qty )

Selecting the Account

After selecting the upload rule, you can proceed to input the transaction date and select the inventory adjustment account.

• Auto Select Accounts by Item - Opt for this option to employ the default adjustment account associated with each item.

• Select Different Account - Select this option to manually choose and designate a single account for all items specified in the upload file.

Please note that if the upload file includes the rule and the account details, they will be given precedence.

Uploading the template

Once you have entered data into the CSV file , you can follow the steps below to upload it into Xoro:

• Click Browse to select the saved CSV template file and Select Upload Rule from the below:

• Select the “Upload Rule”

• Delta Rule (Quantity = Final Qty – Current Qty ) or Sync Rule (Quantity = Final Qty )

• After the file and rule have been selected, click on Verify & Upload to start importing.

• While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.

• After the import has been completed, the result will be displayed with the message for success or error (if any).

• Inventory will only get uploaded into the system if there are no errors in the file.

• If there are errors in the file, you can download the error file, fix the errors in the original file and upload it back into Xoro.

If you want to batch update the existing data, you can download the existing Inventory by clicking Download Master Inventory File(Aggregate), update the necessary values in the CSV file, and upload it back into Xoro.