Every combination of product, variation and size has a unique inventory level in Uphance. As you ship products to your customers and receive products from your manufacturers, inventory levels are updated accordingly and you should always have an accurate measure of your current inventory available to you via the reporting interface.

Uphance  also tracks the production quantities required to cover your sales, as well as quantities awaiting delivery from your manufacturers. These quantities are available as reports as well.

Updating inventory

The normal workflow for increasing your inventory is to create, confirm and "receive" a production order. In some cases you'll want to set or adjust inventory levels manually. You can do this in one of the following ways:

  • Creating a manual inventory adjustment.

  • Exporting/importing a spreadsheet of inventory levels.

Creating a manual inventory adjustment

If you have a small number of adjustments to make, or you know the exact additions or subtractions you wish to make, then creating a "manual adjustment" record is the quickest way to update inventory levels. To create a manual adjustment:

  1. Select Inventory Adjustments from your left, vertical main menu.

  2. In the Inventory Adjustments area, click the plus sign to get the drop down menu and select  "New manual adjustment" (Figure 1).

  3. A new "manual stock adjustment" form/record will be created (Figure 2) and the 'Select Products' dialog will open automatically. 

  4. Select all of the products that you want to make an inventory adjustment for and click "Add Products" when you are done. 

  5. Enter the inventory adjustments quantities on the "manual stock adjustment" form. Enter positive values to increase the inventory level; negative values to reduce an inventory level.

  6. Click the button to optionally add a comment explaining the reason for the adjustment.

  7. Confirm the "Warehouse" you want to adjust is correct.  If not, select a different Warehouse to apply the inventory.  Note:  Multi-Warehouse feature must be enabled in order to use more than one Warehouse.

  8. When you are ready to apply your adjustments, click the "Apply →" button. You will have the chance to undo your change if a mistake was made.

Figure 1

Figure 2

All stock adjustments are listed on the left side of the update inventory page and shows who made the adjustment (Figure 1).  While the names of the people that made the transaction or the type of transaction may be truncated, you can hoover over them to see the complete information.  The type of adjustment for manual inventory adjustments are listed as "manual".  For "Upload" types, those are done with the bulk upload process described later in this document.

You'll also notice that draft/unapplied adjustments are listed at the top (Figure 1), above the grey arrow. As you apply the adjustments, they are transferred down to the list of applied adjustments at the bottom. The green quantity values indicate quantities added to inventory, and the red values indicate quantities deducted.

Navigate to a particular adjustment by clicking it within the adjustment list.

The "Filter by product" input box can be used to search for adjustments that contain a particular product. You can enter a product name or product identifier in this box. Click the button to perform the search.

Stock Transfers

As you can see in Figure 1, you can select "Stock Transfers" from the menu which allows you to move your inventory from one Warehouse location to another.  Please note Multi-warehouse must be enabled under Settings for this feature.

Once you select Stock Transfers, you will be prompted to select the products you want to transfer.  After entering your quantity, click on the "edit icon" (pencil) in the top right corner as shown in Figure 3.

Figure 3

Select from the drop down list which warehouse you want to move the inventory from and which warehouse you want to move your inventory to.  Then, click the Update Manual stock adjustment blue button as shown in Figure 4.

Figure 4

Once you return to the Stock Transfer screen in Figure 3, you will notice the To and From fields have been updated.  If this looks correct, please click "Apply" on the top right.  Items will be reduced from your Stock of the source (From) warehouse location and added to the destination (To) warehouse location. 

The Change Log displays these operations with the type "stocktransfer". Display all negative values from source warehouse and all positive values for destination warehouse.

Viewing Your Inventory

At anytime you can view your Inventory by selecting SKUs from your main, left vertical menu as shown in Figure 5.

Figure 5

For more information about what changes impact the Awaiting, Committed and Stock columns, please see our Sample Workflow - Inventory Changes Knowledge Article.

Exporting/Importing inventory levels

In a typical stock-take scenario (where you wish to record and enter total quantities counted), it's likely that you'll want to use the import spreadsheet method of updating inventory levels.

To get started, you'll most likely want to export a spreadsheet (containing current inventory quantities) that you will edit, save, and import back into Uphance. The spreadsheet will be in the correct format and contain all current product SKUs. To download such a spreadsheet take the following steps:

  1. Select SKUs from your left, vertical main menu.

  2. Scroll down to the bottom of the screen and click "SKU CSV" or "Excel" (See Figure 6) to download a list of your existing inventory and/or a blank template for uploading.  

  3. Update your CSV or Excel file with your new total inventory count in the "stock" column and save.

  4. Click the drop down arrow next to Upload Data at the top right corner of your screen as shown in Figure 7 and select Upload Stock Levels.

  5. Select Browse for File and locate your file, then click OK (Figure 8).

Figure 6

Figure 7

Figure 8

These are the columns within your spreadsheet that you can update.   

  • product_identifier

  • product_name

  • season

  • category

  • sub_category

  • color

  • size

  • sku_#

  • ean_upc

  • textile_content

  • weight

  • weight_unit

  • tariff_code

  • mid_code

  • country_of_origin

  • intrastat_code

  • warehouse

  • warehouse_location

  • stock  

As described in the "Manual Stock Adjustment" section, you can view the upload in the Manual Inventory Adjustment screen discussed earlier in this document as well as in the Change Log as discussed later in this document.  

In the Manual Inventory Adjustment screen you will see the "type" as "Upload" for your transaction.  You can also use the Manual Inventory Adjustment screen to "Reverse" that transaction if you would like by selecting that item and clicking the Reverse button.  You can validate it is the same transaction because your file name will be listed just above the Warehouse.  (Figure 9)

Figure 9

Error Handling

In an attempt to import stock levels by SKUs, the error report in Figure 10 was generated.  As you can see from the example, two items in the spreadsheet "failed" to upload and one item "completed with some errors".  

After further examination, the "failed" items were corrected by removing the line items with "zeros".  And, the row that completed with some errors was because some of the SKUs were not in the system.  Recheck your import file and system.  Then, try the import again. 

Figure 10

Import History

Once uploaded, you will be taken to the Spreadsheet Import History Page where you can confirm whether your import completed successfully.  From here, confirm the number of rows that completed were indeed the number of rows you imported.

Figure 11

You will also receive an email message from [email protected] letting you know if the import was successful.

In addition, you will get a notification at the top, right of the screen letting you know whether they passed or failed.  Click on the "bell" to see these notifications (Figure 12):

Figure 12

Inventory Change Log

You can view transaction changes in your Inventory Change Log by selecting "Change Log" at the top center of your screen while you are within the Inventory Adjustments page.  When you want to go back to inventory adjustments, click the Update Inventory button in the top center of your screen; it's a toggle between the two views (Figure 13).  

Figure 13

You can enter Product Names, Product Identifiers or SKU #'s in the "search" box to filter your list by something specific you are looking for.

You can also use the "All Types" and "Date Range" filters in the top right corner to narrow down your selection of items you want to view.  "All Types" menu option filters include any type of inventory operational transaction activity that was performed for your organization such as:

  • Consignee Sale

  • Consignment

  • Bergen Reconciliation

  • Cancellation

  • Delivery

  • Inventory Import

  • Manual Adjustments

  • Received

  • Return

  • Sale

  • Shipment

  • Shopify Order

  • Stock Operation

  • Upload

  • Upload Reverse

  • WooCommerce Order


Use the export feature at the bottom of the Change Log screen to move your data into Excel where you can perform additional analytics using filters and pivot tables.

Figure 14

Bundled Products

A Bundled Product can consist of multiple products, variations and sizes.  When a manual inventory adjustment is performed against a Bundled Product, the increase/decrease of the "Stock" levels are performed on the individual products within that Bundle.

For a Bundled Product composed of two caps and an Inventory Adjustments is made to the Bundled Product with an increase in quantity of five, the SKU of the individual caps will be increased by a total of ten (five for each cap within that bundle).

See our Knowledge Article on Bundled Products for additional information.

Next steps

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