Bulk Manage: Add, Modify, and Delete Inventory

When you have a big store with a lot of items, managing it all can start to feel overwhelming. With Bulk Management, you can handle that across-the-board price cut with a single updated spreadsheet. Already have your inventory in a spreadsheet? Just copy it into our template to add it all in one go, or tweak the same sheet to delete a collection of discontinued products.

Table of Contents

Getting Started

Here’s how you can find Bulk Management in your BackOffice.

  1. Sign into BackOffice.
  2. Click 'Items' to expand the sidebar.
  3. Choose 'Bulk Manage Items' to begin.
  4. Select 'New Job'.
  5. Choose the action you’d like to take and click 'Next'.
    Click to Enlarge

Add Inventory

While you can add items straight from the BackOffice Item List, importing your inventory is a quick way to get everything loaded in from a single spreadsheet. We recommend this method if you have a lot of items (over 50).

Prepare the Spreadsheet

Bulk Management works by importing items from a spreadsheet. Use the basic template, perfect for most items, and an advanced template that includes additional details like UPC barcodes.

  1. Download the Basic or Advanced template.
  2. Open the template in a spreadsheet program.

    If you don’t have a spreadsheet software, try Open Office for free!

  3. Fill the spreadsheet with your product information.

    For a full rundown of what all the spreadsheet columns mean, click here!

    Click to Enlarge

    If you leave a column blank, you’ll have to set it to unassigned when importing later.

  4. When finished, Save, or Export it in .csv format.
  5. In BackOffice Bulk Management, select 'Add New Inventory' and click 'Next'.
    Click to Enlarge
  6. Click 'Choose File' and select the spreadsheet.
  7. Choose 'Next' to begin mapping your spreadsheet.
    Click to Enlarge

Mapping the Spreadsheet

With your spreadsheet filled out and loaded in, review the Map Fields page and make sure BackOffice Stock Item Fields match with your Your CSV Headers from the spreadsheet. If you’re using the Basic template, blank fields will read unassigned, which means the system will load default options.

  1. Review the spreadsheet, match Your CSV Headers with Stock Item Fields.
  2. If you’re NOT adding info for a particular column, set it to unassigned.

    Any unassigned fields will revert to default values.

    Click to Enlarge
  3. When finished mapping the import, press 'Next' and then 'Confirm & Proceed'.
    Click to Enlarge
  4. With the import started, just refresh the web page to see the results.
    Click to Enlarge

Modify Inventory

Sometimes a product line in your store is discontinued by your supplier, or there’s a markup on all the coffees your grocery sells. If you have to make changes to a broad number of products, Modify Inventory is the quickest way to do it.

Export the Current Inventory

Since you’re updating existing inventory, you’ll need to start with a spreadsheet of your inventory provided by the BackOffice.

  1. Select 'Modify Inventory' and click 'Next'.
  2. Click the link to Export your existing inventory to a CSV.
  3. Open the newly downloaded .csv spreadsheet.

    The spreadsheet will appear in your downloads folder as “ACCOUNTNAME_new_stock_items.csv”.

    Click to Enlarge

Preparing Your Spreadsheet

With your inventory exported, you’ll need to edit the file to remove items you aren’t updating, and make changes to the items you’re modifying. This requires spreadsheet software such as Excel, Numbers, or Open Office.

  1. Edit the spreadsheet, Save, or Export as .CSV when finished.

    Here’s an example of a Price update. The Item ID is required for import, Name stays as a reference but isn’t updated; Price is the only parameter that’s changed. Anything not being updated is removed from the spreadsheet.

    Click to Enlarge
    Click to Enlarge
  2. In the BackOffice, choose 'File' to select your .csv, then click 'Next'.
    Click to Enlarge
  3. Set any field not being updated to unassigned.
    Click to Enlarge
  4. When finished mapping the import, press 'Next' and then 'Confirm & Proceed'.
    Click to Enlarge
  5. Refresh the page to see the final results of your import.
    Click to Enlarge

Delete Inventory

Sometimes you may need to remove a whole range of items from your store. Bulk Management can be used to take care of that. All sales reporting is preserved for any items you remove from inventory.

If an item is deleted and re-added later on, labels printed for that item will not scan at the register. New item labels will need to be printed.

  1. Select 'Delete Inventory' and click 'Next'.
  2. Click the link to Export your existing inventory to a CSV.
    Click to Enlarge
  3. Open the newly downloaded .csv spreadsheet.

Preparing Your Spreadsheet

Starting with your full inventory in the spreadsheet, remove the items that are not being deleted. Any items remaining in the sheet will be deleted from your inventory.

  1. Edit the spreadsheet, Save, or Export it as .CSV when finished.

    Here’s an example of 5 items being deleted via import. Delete the rows for items you are keeping in your store, any items left on the spreadsheet will be deleted.

    Click to Enlarge
    Click to Enlarge
  2. In the BackOffice, choose 'File' to pick your .csv, then click 'Next'.
    Click to Enlarge
  3. Click 'Next' then 'Confirm & Proceed' to finish up.
    Click to Enlarge
  4. Refresh the page to see the final import results.
    Click to Enlarge

Template Fields Explanation

Both the basic and advanced templates have columns that match up with parameters for BackOffice items. For example, entering something under Name in the spreadsheet will make that the item name in the BackOffice. This section explains what these columns mean and what information is required in each.

Click to Enlarge