Moving from a spreadsheet to Inventory

Prepare a consistent source

Keep an untouched copy of the original spreadsheet. Remove duplicate item identities, choose a stock unit for each product, and assign stable SKUs. Separate similar names when their stock must be counted independently.

Check location labels and preserve barcode leading zeros. A quantity of “3” should have one clear meaning: three units, three cases, or three kilograms.

Run a small representative import

Try a few products first, including one with multiple locations and one bought in packs. Review detected columns and inspect the resulting product pages. Export those products to compare how Inventory represents the records.

Decide whether your file describes a complete new balance or an additional delivery. Use Update product for the former and Add to stock for the latter when matching SKUs. Repeating an additive file can double-count the delivery.

Reconcile and choose the handover point

1. Agree on when the opening balances were checked.
2. Import the remaining reviewed records.
3. Compare product and location quantities with the source.
4. Investigate differences before recording new daily movements.
5. Download a JSON backup after the reconciled setup.

From that point, record new receipts, removals, and transfers in the app. Keep the original file with its date so you can explain where the opening balances came from.