Updating Inventory with a CSV File
If your store manages a large number of products or operates across multiple locations, updating inventory manually can be time-consuming. To simplify this process, SHOPLINE allows you to export and import inventory data using a CSV file. This method enables bulk updates to inventory quantities for specific locations with just a few steps.
In this guide, you’ll learn how to export and import inventory data using a CSV file, as well as how to view the inventory adjustment history for individual products and variants.
Exporting or Importing Inventory via CSV File
You can export a CSV file that contains the inventory quantities for each of your locations. This exported CSV file can serve as a template to update inventory. Once modified, you can re-import the file to update your SHOPLINE store and display the latest inventory quantities per location.
Notes:
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Exporting Inventory CSV Files
To export an inventory CSV file, follow these steps:
- From your SHOPLINE admin panel, go to Products > Inventory.
- Select the variants you want to export and click Export at the top.
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- To export all variants: click Export without making a selection.
- To export specific variants: select them first, then click Export.
- To export filtered variants: apply filters first, then click Export.
- In the pop-up window:
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- Choose the export range: All variants, Selected variants, or All results.
- Select the location(s) to export inventory from. If you have multiple locations, you can export from one or all.
- Enter the email address to receive the report and click Export.
Importing a CSV File to Update Inventory Quantities
Once you’ve exported the CSV file, use it as a template to update inventory levels. The file is SKU-based, allowing easy identification of products and variants. To update and import inventory using the CSV file:
- Open the exported file in a spreadsheet editor.
Note: Using Microsoft Excel may cause encoding issues. We recommend using WPS. For how to resolve the encoding issue, refer to Solutions to Garbled Characters in Exported Tables. - Update the inventory quantities:
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- For the old template, edit values under the Location column.
- For the new template, edit values under the On hand column.
- You can enter positive, negative, or zero values.
- Leave the field blank or enter Not stocked for products never stored at that location.
- If your CSV includes locations you don't want to update, delete those columns entirely, including the headers.
- Save the file.
- Return to the Inventory page, click Import at the top, then upload or drag-and-drop the saved CSV file.
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Understanding the Fields in the CSV File
The inventory CSV file has been updated to reflect the latest Inventory module features. SHOPLINE still supports importing the old version, but all new exports follow the new format.
New Version Columns
| Column Name | Description |
| handle | Handle is the unique identifier for each product. It can include letters, hyphens, and numbers, but not spaces. The handle is used in the product URL. |
| Title |
Title helps you identify the products. If you enter a value in this field, it will not affect the original product title when importing. This column is optional but cannot be deleted. |
| Option1 name |
If products have multiple attributes, each combination of attributes is called a variant. For example, a T-shirt product can be offered in different sizes and colors. Size and color are the attributes. Enter the name of the first attribute for the variant here. Option Name and Option Value in the inventory CSV file are key fields for identifying which variant the row represents. If they are missing, the row will be invalid. |
| Option1 value |
For products with multiple variants, each variant corresponds to a specific combination of attributes. Enter the value of the first attribute for the variant here. Name and Option Value in the inventory CSV file are key fields for identifying which variant the row represents. If they are missing, the row will be invalid. |
| Option2/3/4/5 name | See Option1 name. |
| Option2/3/4/5 value | See Option1 value. |
| SKU |
SKU helps you identify the variants. If you enter a value in this field, it will not affect the original product title when importing. This column is optional but cannot be deleted. |
| Location |
The name of the location. This field is case-sensitive and must match the name of one of your configured locations. Inventory for each location should be listed in separate rows. For each variant, include a separate row for each location where you want to update inventory. Delete any rows for locations where inventory updates are not required. |
| Incoming | The quantity of inventory being transferred to this location. Incoming inventory is not available for sale until it is received. |
| Unavailable | The quantity of inventory reserved for draft orders or other business scenarios. This inventory is not available for sale. |
| Committed | The quantity of inventory assigned to orders that have been created but not yet shipped. |
| Available | The quantity of inventory available for sale. |
| On hand | The total quantity of inventory at a specific location. This is the sum of Committed, Unavailable, and Available inventory. The value can be positive, negative, or zero. |
Old Version Columns
| Column Name | Description |
| handle | Handle is the unique identifier for each product. It can include letters, hyphens, and numbers, but not spaces. The handle is used in the product URL. |
| Title |
Title helps you identify the products. If you enter a value in this field, it will not affect the original product title when importing. This column is optional but cannot be deleted. |
| Option1 name |
If products have multiple attributes, each combination of attributes is called a variant. For example, a T-shirt product can be offered in different sizes and colors. Size and color are the attributes. Enter the name of the first attribute for the variant here. Option Name and Option Value in the inventory CSV file are key fields for identifying which variant the row represents. If they are missing, the row will be invalid. |
| Option1 value |
For products with multiple variants, each variant corresponds to a specific combination of attributes. Enter the value of the first attribute for the variant here. Option Name and Option Value in the inventory CSV file are key fields for identifying which variant the row represents. If they are missing, the row will be invalid. |
| Option2/3/4/5 name | See Option1 name. |
| Option2/3/4/5 value | See Option1 value. |
| SKU |
SKU helps you identify the variants. If you enter a value in this field, it will not affect the original product title when importing. This column is optional but cannot be deleted. |
| [name of location] |
These columns indicate the names of the locations where your inventory is stored. The values in each field represent the inventory quantity for each product at that specific location. If your store has multiple configured locations, exporting inventory data will generate a separate column for each location. |
Viewing Inventory Adjustment History
If your store tracks inventory, you can view the history of inventory adjustments for specific products. For products with multiple variants, you can view the adjustment history of each variant individually. Adjustment records help identify discrepancies and provide traceability for who made changes and when.
| Note: Only adjustment records from the past 3 months are available. |
To view inventory adjustment history:
- From your SHOPLINE admin panel, go to Products and click the product you want to view.
- Scroll to the Inventory section and click View history.
- On the inventory adjustment history page:
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- Review changes made over time.
- Use the dropdown in the top-right to switch between locations
For products with variants:
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- Click a variant to open the variant details page.
- In the Inventory section, click View history.
- To switch variants, use the selector on the left and repeat the same steps.