Inventory quantity is not updated when importing items.

JMatt512 — Thu, 10 Nov 2016 19:26:52 GMT

Hi. I want to track inventory for my products. I know I can update each item individually. I really don't want to do that since it will be so time consuming.

I've read the instructions for setting inventory quantities for bulk orders.... export file, update quantities, import file. I have updated the quantities in my updated file and saved the file. However, after importing that file (I have made sure I'm importing the correct file), my quantites are not updated. I really need to get this to work. Help Please.

Re: Inventory quantity is not updated when importing items....

JMatt512 — Tue, 08 Nov 2016 22:34:03 GMT

Well of course I updated items in my updated file. duh I meant to say I updated quantities in my exported file. 🙂

Screen Shot

Sean you are a genius. After reading you question, I found the answer to mine. I had the amounts in the wrong column. It has been a long day. Thank you for leading me in the right direction to find my mistake. 🙂

Re: Inventory quantity is not updated when importing items....

Sean — Tue, 08 Nov 2016 20:26:37 GMT

@JMatt512 - Welcome to the Seller Community, and sorry to hear about the trouble! Would you mind sharing a screenshot of your .CSV? I just want to double check that everything is in the right place. 🙂

Re: Inventory quantity is not updated when importing items....

Banana1Apple1 — Wed, 09 Nov 2016 09:40:05 GMT

How do I do that

Re: Inventory quantity is not updated when importing items....

Sean — Wed, 09 Nov 2016 21:23:39 GMT

@Banana1Apple1 - Would you mind sharing more details about what we can help out with in the community?

Re: Inventory quantity is not updated when importing items....

JMatt512 — Thu, 10 Nov 2016 18:02:47 GMT

Hi @Banana1Apple1,

Let me say first. When giving directions on anything, I do not ASSUME the person I am talking to already knows certain things.

So my instructions are writing with that in mind. If you already know what I'm talking about just go to the next step. I like things kind of "PHD" Press Here Dummy. 😄

The instructions provided by Square are correct except it would have been nice to know the following:

If you already have some quantities keyed in manually...then when you export the file to Excel...DO NOT put your quantities in the column in which there are already quantities listed.

I didn't expand my columns to show the complete headings, so being in a hurry, I placed my quantities in the same column. Then I banged my head because, it WILL NOT work.

Just like the directions noted, in the Excel spread sheet, you must place the quantities in the NEW QUANTITY column. Then import the file back to Square. I'm having trouble including screen shots but here are the directions Sorry

🙂 Hope it helps.

1) In Square (obviously) I would manually add one item.

2) Your one item should now be on the Item listing screen.

3) Select Export (big blue button on the upper left of your screen).

4) You will receive a Save As screen the allows you to save the exported file to your computer. Select where you want the file to save. I save mine to a folder of only exports from square.

- A file name will be shown in this format "catalog-date of download-number".

The number part is generated by Square to make each download the different.

So if you export 10 times in one day, every file will have the same date but a different number on the end.

The last exported file will have the largest number on the end.

- The save type will be "Microsoft Excel Comma Separated Values File" Do NOT change this......

- Select SAVE

5) I use Chrome so my downloads show on the bottom of my screen. Once it is finished, I click on the file and it opens my file in Excel. If you are using another browser or want to open the file outside of Square.....

Go to where you saved the file and double click on it OR open EXCEL and open the file from there. All work. This is why I save my exports in one folder. It is a lot easier to pick out the new one.

6) Now you are in Excel......

- You will have all of these smushed columns. Expand all the columns so you can read the headings (my boo boo). I could see Quantity but not what kind of quantity, (duh)

7) Place your quantities in the NEW QUANTITY column.

Now add items to you spreadsheet.

Notes about adding items.....

- Do NOT change anything in the TOKEN column. This is automatically generated by SQUARE. Leave blank if adding new items.

- If you are not using a "column" say catagories or sku, simply leave blank.

- Don't use the "$" when entering price.

After adding your items to your Excel Worksheet, SAVE THE FILE. If you SAVE AS, you will have your filename and Save As Type will be "CVS (Comma delimited)" DO NOT CHANGE. You can NOT import an Excel file.

Again with quantities......

****Be careful. If you aleady have quantities in the current CURRENT QUANTITY column, any changes to the NEW QUANTITY will override the current quantity.

Say in a previous export, you added 6 apples. Later you want to export and want to add 8 oranges. Simply change the oranges quantity. If you place a 0 (zero) in the NEW QUANTITY for apples, thinking you are not adding any more apples, once exported, your apples will be 0 (zero).

It is a NEW QUANTITY column not "how many am I adding column". 😉

NOTE: I know a person doesn't need to export for adding 1 item. It is just an example to clarify the difference in the columns.

😎 Okay, you have completed your spreadsheet (yay you). Now it is time to place your items in Square. You have saved your file in the CVS format. Go back to Square....Select IMPORT. You may be receive a box asking whether you want to add/update your Square listings or totally replace ALL OF your Square listing. Choose the one for your situation. Select NEXT.

** Note, with updating the listing, you cannot delete an item. It must be deleted individually within Square.

9) You will now be asked to drag or select file from your computer. I always do select file. I then go to where my file was saved. Remember that folder that only has imported files from earlier 😉 and Open the file with my updates. then UPLOAD.

10) You will be displayed a screen showing the columns names and a few values found for each column. Select CONFIRM.

You have now imported your data.

Just a note, remember when I said not to alter the TOKEN. Export your data again and you will now notice the TOKEN field has data. 😉

Also, until I got the hang of where things would go and how it would look, I only imported a few items. Then if there was anything I needed to change in my spreadsheet, I only have say 5 items to change in my spreadsheet instead of 50. Once I got the hang of it and was certain, I know do full IMPORTS/EXPORTS.

Let me know if you have more questions. Don't get frustrated.

Re: Inventory quantity is not updated when importing items....

Spenser — Thu, 10 Nov 2016 18:03:38 GMT

Wow, great post @JMatt512. Thanks for taking the time to write out these tips.

I'll definitely reference this in the future if other sellers need to troubleshoot this!

Re: Inventory quantity is not updated when importing items....

JMatt512 — Thu, 10 Nov 2016 19:22:17 GMT

You are very welcome. Hope it helps. 🙂

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