Importing Inventory Stock Levels

Inventory Stock Levels is a Tier 2 (First Week) data type. Use this import to update the on-hand quantities of items that already exist in AccuArk. This is not for creating new inventory items — it is specifically for setting or correcting stock quantities at a particular location.

Before You Begin

Items Must Already Exist

The stock levels import does not create new inventory items. Every row in your CSV must reference an item that already exists in AccuArk. If the item cannot be found, that row will fail validation.

If you need to add new products to your catalog, use the Inventory Items import first. Once your items are in the system, you can use this import to adjust their stock quantities.

How Items Are Looked Up

AccuArk matches each row to an existing inventory item using the following logic:

1. If an Item SKU value is provided, AccuArk searches for an item with that exact SKU
2. If no SKU match is found (or no SKU was provided), AccuArk searches by Item Name
3. If neither lookup finds a match, the row fails validation with an "item not found" error

For the most reliable results, always include the item SKU in your CSV file.

Select a Location

The stock levels import is location-aware. Before importing, you select a target location from the dropdown in Step 1. The stock quantities in your CSV are applied to that specific location. If you need to set stock levels at multiple locations, run a separate import for each location.

Step-by-Step Import

1. Open the Data Exchange Center from the Business menu
2. Click Import on the Inventory Stock Levels card
3. Select the Location where the stock quantities should be applied
4. Click Browse and select your CSV file
5. Click Next to proceed to column mapping
6. Ensure at least one of the following is mapped:
   • Item SKU — the preferred match field
   • Item Name — used as a fallback if SKU is not provided
7. Ensure the Quantity field is mapped (required)
8. Optionally map the Notes field for stock transaction notes
9. Click Next to validate
10. Review the validation results — check for items that could not be found
11. Click Import to apply the stock level updates
12. Review the summary when complete

Available Fields

* At least one of Item SKU or Item Name must be provided for each row.

How Upsert Works for Stock Levels

The stock levels import uses the combination of Item SKU (or Item Name) and the selected location as the match key. When you import a row:

• If the item already has a stock record at the selected location, the quantity is updated to the value in your CSV
• If the item exists in AccuArk but has no stock record at that location, a new stock record is created with the imported quantity

This means you can safely re-import your stock levels file after making corrections. The quantities are set to whatever values are in the latest file.

Stock Transaction Logging

Every stock level change made through this import is logged as a stock transaction with the type set to import. This provides a complete audit trail showing:

• Which item was affected
• The previous quantity and the new quantity
• The date and time of the change
• The user who ran the import
• Any notes from the Notes column in the CSV

You can view these transaction records in the item's stock history within AccuArk.

Common Issues

"Item not found" Error

The SKU or item name in your CSV does not match any existing inventory item. Verify that the item exists in AccuArk. Check for typos, extra spaces, or case differences in the SKU. If you have not yet imported your inventory items, do that first.

Wrong Location Selected

Double-check the location dropdown before importing. Stock levels are applied to the location you select in Step 3. If you accidentally import to the wrong location, you will need to re-import with the correct location selected.

Quantity Overwrites Previous Value

The imported quantity replaces the existing quantity rather than adding to it. If you have 50 units on hand and you import a row with a quantity of 30, the stock level becomes 30 — not 80. Ensure your CSV contains the actual on-hand counts, not the difference.

Tips

• Use this for physical inventory counts — After completing a physical count, export the current stock levels, update the quantities in the spreadsheet to match your actual counts, and re-import. This is the fastest way to reconcile your system with a physical inventory.
• Always include SKU — Item names can have subtle differences (extra spaces, slight misspellings). SKUs are more reliable as a match key.
• One location at a time — If you operate multiple locations, prepare a separate CSV for each location or run the import once per location.
• Review the stock history — After importing, open a few items and check their stock transaction history to verify the changes were applied correctly.
• Export first as a starting point — Use the stock levels export to get a CSV with your current quantities, then update the numbers in Excel and re-import.