How to Bulk Update Inventory Using the Import Tool
Updating inventory for hundreds or thousands of products doesn't have to be a manual slog. Using the Acenda Import tool, you can refresh your stock levels across your entire catalog in minutes. This process involves a "Round Trip": exporting your current data, refining it, and re-importing the updates.
Step 1: Export Your Current Inventory
Before making changes, you need a snapshot of your current data.
Navigate to Admin > Data Management > Import/Export.
Click the Exports tab.
Select Inventory Details from the Export Type dropdown.
Click Export.
Once the status reaches 100%, click the Download (cloud) icon in the actions column.
Step 2: Prepare Your File
Open your downloaded file in Microsoft Excel. To ensure a smooth import, you must trim the "fat" from the spreadsheet.
⚠️ Pro Tip: File Formats Matter
For the best results, save your final file in Microsoft Excel (XLS or XLSX) format. While CSV UTF-8 is technically allowed, XLS/XLSX is the preferred format to ensure that special characters and formatting remain intact.
Column Cleanup:
Acenda’s import tool is strict. Delete all columns except for these four essential headers:
Column Header | Description |
sku (or product_id) | The unique identifier for the item. |
warehouse_id | The ID of the warehouse where the stock is located. |
quantity | Your total physical stock on hand. |
allocated | Stock reserved for pending orders (cannot be edited in the UI). |
Note: Always delete the first five metadata columns (id, created_at, etc.) found in the raw export. Including extra columns often causes the import to fail.
Step 3: Import the Updates
Once your file is saved as an XLS or XLSX, you're ready to sync.
Return to Admin > Import/Export and click the Imports tab.
Click + New Import.
Set the Import Type to Inventory Detail.
Choose your mapping preference: Map to SKU (or Product ID, depending on your chosen column).
Upload your XLS/XLSX file and click Start Import.
Understanding Acenda Inventory Logic
It’s helpful to know how the system calculates what your customers actually see on a marketplace.
Quantity vs. Allocated
Quantity: This is your total physical inventory.
Allocated: This represents units "spoken for" by open orders.
The Catch: You can manually edit Quantity in the Acenda user interface, but Allocated stock can only be adjusted via this bulk import method.
The "Available to Sell" Formula
The quantity sent to your sales channels (like Amazon or Target+) is determined by this simple calculation:
$$Quantity - Allocated = Available\ to\ Sell$$
When is Allocated Inventory Cleared?
The system manages the "Allocated" column dynamically:
Shipping: When an order is marked as shipped, the units are deducted from your physical Quantity, and the Allocated reservation is removed.
Cancellations: If an order is cancelled, the units are released from Allocated and return to your Available to Sell pool.
Note on Inventory Floors: > Some channel integrations use an Inventory Floor setting. This acts as a safety buffer, meaning the "Available to Sell" number sent to the marketplace might be slightly lower than your calculated total to prevent overselling.