To upload inventory to your warehouses (i.e. In-house, 3PL, Dropship, Retail) in Skubana, there are two methods:

  • User Interface (UI)
  • Spreadsheet

This guide will be split to explain how both methods work, respectively.

User Interface (UI)

Before beginning, please note that this method is for one-by-one updates and not best suited for businesses that a high volume of SKU inventory updates. If you do have a high volume of SKUs requiring updates, please refer to the following “Spreadsheet” section.

To begin this method, click into the Inventory module. To help organize your view, select which warehouse(s) you’d like to view for SKU updates by clicking on “Showing [Number] Warehouses” in the top-middle of this page. This drop-down list will include all of your active, integrated warehouses.

Please note: for all warehouses selected that aren’t in-house, the window may be titled, “External Warehouse Manual Inventory Import”.

By selecting one particular warehouse, you’ll be able to see all the products that are fulfilled by a particular warehouse at one time.

In-house
If you’re attempting to add inventory to an in-house warehouse, select your in-house from the drop-down list.

When the product catalog appears, click the SKU you wish to add inventory to. Then in the “Stock Details” menu that appears on the right-hand side, you have two options:

Once the fields are completed, click Continue.

Please note: as part of the Stock Details menu, you’re also able to:

At this stage, the seller has completed an inventory update for an in-house warehouse by UI.

3PL/Retail/Dropship
If you’re attempting to add inventory to an 3PL/Retail/Dropship warehouses, select the appropriate warehouse from the your in-house from the “Showing [Number] Warehouses” drop-down list. 

Please note: these steps are the same for 3PL/Retail/Dropship warehouses.

When the product catalog appears, click the SKU you wish to add inventory to. Then in the “Stock Details” menu that appears on the right-hand side, you have three options:

  • Adjust Stock: allows the seller to revise the On Hand, Locked and Allocated inventory for this SKU. Press Save to complete the change.
  • View History: shows the inventory stock edit history for this SKU
  • Deactivate Stock: Enables the seller to deactivate the inventory stock, which will subtract all of the available inventory from associated product listings. Press Save to complete the change.

Please note: for dropship warehouses, if multiple warehouses are selected for viewing at the same time, they will all be nested under “Dropship Vendors” in the Stock Details menu on the right-hand side.

At this stage, the seller has completed an inventory update for 3PL/Retail/Dropship warehouses by UI.

Spreadsheet

To begin this bulk method, click into the Inventory module and then click “Import/Export” in the top-middle of the page. Then click “Import Inventory”

A new window titled “Select Warehouse For Inventory Import” will then appear. Here, you must select a warehouse to import inventory INTO. This drop-down list will include all of your active, integrated warehouses. 

Please note: for all warehouses selected that aren’t in-house, the window may be titled, “External Warehouse Manual Inventory Import”.

Once you’ve selected a warehouse and click “Continue”, you’ll be directed to a new window, titled “[Name of Warehouse] Inventory Import”.

On this new window, there are a few things to pay attention to:

As a next step, click “Download the Excel Template for Inventory Import” and then open the spreadsheet file. The first sheet of this spreadsheet includes instructions for how to complete the document, which must be filled in on its second sheet, titled “Inventory”.

The required fields for this import include:

  • Master SKU (col. A): the Master SKU of the product you’re updating inventory for
  • Location (col. B): the location for the new inventory you’re adding. You can create new locations here as well by entering in a currently non-existing location for the product.
  • Draw Rank (col. C): tells Skubana which priority it should give this particular location, assuming there’s more than one location per Master SKU
  • Active (col. D): this tells Skubana if the location should be activated or deactivated
  • Is Pickable? (col. E): tells Skubana if the location can be used as a pick location for this Master SKU’s new inventory
  • Is Receivable (col. F): tells Skubana if the location can be used as a receivable location for this Master SKU’s new inventory
  • On Hand Stock (col. G): tells Skubana how much on hand stock should be listed as “Available” for this Master SKU
  • Locked Inventory (col. H): tells Skubana how much inventory should be listed as “Locked” for this Master SKU
  • Location Min. Level (col. I): tells Skubana what the minimum inventory level should be for this location, for this Master SKU. This is an arbitrary number set by the seller.

Prior to uploading, it’s a best practice to rename the file with the current date and time of the upload for your records. Once complete, click “Select” and upload the new inventory file. Then click “Continue”.

At this point, Skubana will begin uploading the file. This process may make a few seconds to several minutes, depending on the number of updates included in the file. 

After the upload is complete, another window will appear, titled “[Name of Warehouse] Inventory Import”. This will include a summary of what was and was not accomplished, including:

  • New Stock Created: inventory for new Master SKUs added into Skubana
  • Existing Stock Updated: inventory for existing Master SKUs that has been updated in Skubana
  • Errors in Excel File: the number of import errors discovered by Skubana

The “Error Log” will detail which errors occurred during the inventory import. Once the seller reads the summary and/or error log, they may click:

  • Close: this will close the window and return you to the Inventory module
  • Email Summary & Finish: this will email the seller a summary of the import, then close the window and return you to the Inventory module
  • Done: this will close the window and return you to the Inventory module

At this stage, the seller has completed an inventory update by spreadsheet.

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