> For the complete documentation index, see [llms.txt](https://docs.cloudscaff.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cloudscaff.com/inventory-management/bulk-update-tool.md).

# 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**

<div align="left" data-with-frame="true"><figure><img src="/files/5VuRc6FC8ZdDmpwt59qa" alt=""><figcaption></figcaption></figure></div>

The Bulk Updates tab is located alongside:

* Overview
* Requests

Permissions: Users require inventory-related permissions, such as *Bulk Update* to use this tool&#x20;

{% hint style="info" %}
[Learn how to manage roles and permissions in the system](/settings/user-management/role-builder-add-or-update-roles.md)
{% 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.

<div align="left" data-with-frame="true"><figure><img src="/files/mMnaOTsR4UePZ1EaoSjJ" alt=""><figcaption></figcaption></figure></div>

At the bottom-right of the screen:\
**Yellow + Button** → Used to create a new Bulk Update.

<div align="left" data-with-frame="true"><figure><img src="/files/Lfb9xHkP43kNz0pNkXCP" alt="" width="86"><figcaption></figcaption></figure></div>

***

## **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.

<div align="left" data-with-frame="true"><figure><img src="/files/KKxLUUbtwTxTif4eebPA" alt=""><figcaption></figcaption></figure></div>

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**

<figure><img src="/files/j50Fd3qRxJPenSBEl8vG" alt=""><figcaption></figcaption></figure>

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

<div align="left" data-with-frame="true"><figure><img src="/files/UUg3tkoXlQdV7801CrjX" alt="" width="375"><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Learn how to do a Bulk Update](/inventory-management/bulk-update-tool.md)
{% endhint %}

{% hint style="info" %}
[Learn how to do a Cycle Count](/inventory-management/bulk-update-tool/cycle-count-movement.md)
{% endhint %}

{% hint style="info" %}
[Learn how to do a Resize](/inventory-management/bulk-update-tool/resize-movement.md)
{% endhint %}

***

#### **3. Select the Correct Movement Type**

<table><thead><tr><th width="154.99786376953125">Movement Type</th><th width="164.327392578125">Used For</th><th>Description</th></tr></thead><tbody><tr><td><strong>Bulk Update</strong></td><td>Quantity or metadata changes</td><td>Increase/decrease quantities OR update Code, Category, Size, Name, Location, Supplier, Type, Weight, Hire Cost, Replacement Cost, Selling Cost, Alert Level%</td></tr><tr><td><strong>Cycle Count</strong></td><td>Temporary quantity increase</td><td>Used 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.</td></tr><tr><td><strong>Resize</strong></td><td>Converting components</td><td>Used when cutting or modifying components. E.g. cutting an 8ft tube into two 3ft tubes. Decreases one component, increases another.</td></tr></tbody></table>

***

### **4. Inventory Information Section**

<div align="left" data-with-frame="true"><figure><img src="/files/5ZSZr1JrQ1icMVSzRskk" alt=""><figcaption></figcaption></figure></div>

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**

<div align="left" data-with-frame="true"><figure><img src="/files/uh1xPAp4TiTQiBF7wkuK" alt=""><figcaption></figcaption></figure></div>

The system automatically calculates and displays:

<table><thead><tr><th width="150.2464599609375">Summary Item</th><th>Description</th></tr></thead><tbody><tr><td><strong>Total Items</strong></td><td>Number of different components being updated</td></tr><tr><td><strong>Total Counts</strong></td><td>Total quantity being increased or decreased</td></tr><tr><td><strong>Total Weight</strong></td><td>Combined weight of all items in the update</td></tr></tbody></table>

These values update automatically based on your table edits.

***

### **6. File Uploads Section**

<div align="left" data-with-frame="true"><figure><img src="/files/6HWKBF2KaMvDLor3bsCJ" alt=""><figcaption></figcaption></figure></div>

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

<div align="left" data-with-frame="true"><figure><img src="/files/0ABYfu7EV4WJxJx4XWiP" alt=""><figcaption></figcaption></figure></div>

#### **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**

<table><thead><tr><th width="305.8643798828125">Rule</th><th>Explanation</th></tr></thead><tbody><tr><td>All updates create a movement record</td><td>Stores in Bulk Updates list and individual component logs</td></tr><tr><td>Updates are reversible</td><td>Reverse an update anytime to restore original values</td></tr><tr><td>Quantity cannot go below zero (unless Negative Inventory is enabled)</td><td>The system will block invalid submissions</td></tr><tr><td>Resize affects two components</td><td>One decreases; another increases</td></tr><tr><td>Cycle Counts are temporary</td><td>Must be reversed once the real return is processed</td></tr><tr><td>Metadata updates are done via Bulk Update</td><td>Code, name, weight, cost, etc., are edited here</td></tr></tbody></table>

***

## **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 |

<div align="left" data-with-frame="true"><figure><img src="/files/ZPFOR8yfgKC890PcNDmx" alt=""><figcaption></figcaption></figure></div>

***

## **Troubleshooting and Common Questions**

Quick answers to common issues when creating or managing Bulk Updates.

<table><thead><tr><th width="325.60516357421875">Problem</th><th>Solution</th></tr></thead><tbody><tr><td>Cannot select a movement type</td><td>Check role permissions</td></tr><tr><td>Cannot submit update</td><td>Ensure Edit Qty fields contain valid numbers</td></tr><tr><td>Quantity refuses to decrease</td><td>Negative Inventory may be disabled</td></tr><tr><td>Resize option not showing extra fields</td><td>Ensure Resize is selected as Type</td></tr><tr><td>Update not appearing in list</td><td>Expand the correct accordion group</td></tr><tr><td>Incorrect totals in Summary</td><td>Check if Edit Qty values were entered as positive or negative</td></tr></tbody></table>