# Bulk Update Tool ## **Purpose** The Bulk Update tool allows you to adjust inventory levels, update component metadata, perform cycle counts, or resize components. Each action is logged as a movement and is fully reversible. This ensures clean audit trails and correct inventory history across all components. *** ## **How to Access** Open the main menu → **Inventory** → **Bulk Updates**
The Bulk Updates tab is located alongside: * Overview * Requests Permissions: Users require inventory-related permissions, such as *Bulk Update* to use this tool {% hint style="info" %} [Learn how to manage roles and permissions in the system](https://docs.cloudscaff.com/settings/user-management/role-builder-add-or-update-roles) {% endhint %} *** ## **User Interface Overview** When the page loads, you will see: ### **Accordion Sections** * **Pending** * **Bulk Updates** * **Reversed** * **Voided** Each section can be expanded to view historical records.
At the bottom-right of the screen:\ **Yellow + Button** → Used to create a new Bulk Update.
*** ## **Step-by-Step Workflow** ### **1. Create a New Bulk Update** * Click the **yellow + button** in the bottom-right corner. * The system opens the **Add Bulk Update** screen.
You will now see the form divided into four main sections: 1. Bulk Update Information 2. Inventory Information 3. Summary 4. File Uploads *** ### **2. Bulk Update Information Section**
Fields displayed: | Field | Description | Mandatory | | --------- | ------------------------------------------ | --------- | | **Type** | Select Bulk Update, Cycle Count, or Resize | Yes | | **Notes** | Optional notes about the movement | Optional | **Movement Type Picker**\ When selecting Type, a system modal appears: * Bulk Update * Cycle Count * Resize
{% hint style="info" %} [Learn how to do a Bulk Update](https://docs.cloudscaff.com/inventory-management/bulk-update-tool) {% endhint %} {% hint style="info" %} [Learn how to do a Cycle Count](https://docs.cloudscaff.com/inventory-management/bulk-update-tool/cycle-count-movement) {% endhint %} {% hint style="info" %} [Learn how to do a Resize](https://docs.cloudscaff.com/inventory-management/bulk-update-tool/resize-movement) {% endhint %} *** #### **3. Select the Correct Movement Type**
Movement TypeUsed ForDescription
Bulk UpdateQuantity or metadata changesIncrease/decrease quantities OR update Code, Category, Size, Name, Location, Supplier, Type, Weight, Hire Cost, Replacement Cost, Selling Cost, Alert Level%
Cycle CountTemporary quantity increaseUsed when physical stock has returned but has not yet been processed back into the yard. Allows issuing deliveries immediately. Fully reversible once processing is done.
ResizeConverting componentsUsed when cutting or modifying components. E.g. cutting an 8ft tube into two 3ft tubes. Decreases one component, increases another.
*** ### **4. Inventory Information Section**
This table allows you to search and edit component quantities or details. **Search Bar:**\ “Search by code, category, name, size, location or supplier” **Table Columns Displayed:** | Column | Meaning | | ---------------- | --------------------------------- | | Code | Component code | | Category | Component category | | Size | Component size | | Name | Component name | | Location | Yard or storage location | | Supplier | Component supplier | | Type | Component type | | Weight | Weight per item | | Total Qty | Current total stock | | Available Qty | Available to issue | | Edit Qty | New amount (increase or decrease) | | Hire Cost | Hire rate | | Replacement Cost | Replacement value | | Selling Cost | Selling price | | Alert Level % | Low-stock alert threshold | #### **Editing Quantities (Edit Qty Field)** Use **Edit Qty** to increase or decrease component quantities during a Bulk Update.\ Enter a **positive number** to increase stock, or a **negative number** to reduce it. **Examples:** * Total Qty = 100 * To increase by 10 → Enter **10** * To decrease by 10 → Enter **-10** The system will automatically calculate the new totals based on the value entered. *** ### **5. Summary Section**
The system automatically calculates and displays:
Summary ItemDescription
Total ItemsNumber of different components being updated
Total CountsTotal quantity being increased or decreased
Total WeightCombined weight of all items in the update
These values update automatically based on your table edits. *** ### **6. File Uploads Section**
Used for uploading supporting documents such as: * Photos of damaged items * Measurement documents * Yard records * Supporting PDFs Users can drag files into the upload box or click **Choose file**. *** ### **7. Finalise the Bulk Update** Once all fields are complete, you will see the action buttons at the **bottom** of the screen: * **UPDATE** – saves changes but keeps the record in an editable state (not yet approved) * **APPROVE** – finalises the Bulk Update and applies all quantity or metadata changes * **VOID** – cancels the update completely and does not apply any changes
#### **To complete the Bulk Update:** Click **APPROVE**. #### **Outcome** * The Bulk Update is saved and finalised. * All quantity or metadata adjustments are applied immediately. * A movement record is created under the appropriate accordion group: * **Bulk Updates** * **Reversed** (if later reversed) * **Voided** (if voided) * Every component included in the update receives a new entry in its **Component Log** for full audit tracking. *** ## **Key Rules and Notes**
RuleExplanation
All updates create a movement recordStores in Bulk Updates list and individual component logs
Updates are reversibleReverse an update anytime to restore original values
Quantity cannot go below zero (unless Negative Inventory is enabled)The system will block invalid submissions
Resize affects two componentsOne decreases; another increases
Cycle Counts are temporaryMust be reversed once the real return is processed
Metadata updates are done via Bulk UpdateCode, name, weight, cost, etc., are edited here
*** ## **What Happens Next** When a Bulk Update is created: | Outcome | Description | | ----------------------------------------------- | --------------------------------------------- | | Update appears under **Bulk Updates** accordion | With type, date, total items, and notes | | Summary stored in component logs | Full audit history maintained | | Reversal option available | Restores all values back to pre-update status |
*** ## **Troubleshooting and Common Questions** Quick answers to common issues when creating or managing Bulk Updates.
ProblemSolution
Cannot select a movement typeCheck role permissions
Cannot submit updateEnsure Edit Qty fields contain valid numbers
Quantity refuses to decreaseNegative Inventory may be disabled
Resize option not showing extra fieldsEnsure Resize is selected as Type
Update not appearing in listExpand the correct accordion group
Incorrect totals in SummaryCheck if Edit Qty values were entered as positive or negative