Bulk Update Tool

Adjust, correct, or restructure your yard inventory using Bulk Update, Cycle Count, or Resize movements. Track all changes with full audit history.

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.

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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

Learn how to manage roles and permissions in the system

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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.

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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

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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

Learn how to do a Bulk Update

Learn how to do a Cycle Count

Learn how to do a Resize

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3. Select the Correct Movement Type

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

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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.

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5. Summary Section

The system automatically calculates and displays:

Summary Item	Description
Total Items	Number of different components being updated
Total Counts	Total quantity being increased or decreased
Total Weight	Combined weight of all items in the update

These values update automatically based on your table edits.

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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.

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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.

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Key Rules and Notes

Rule	Explanation
All updates create a movement record	Stores in Bulk Updates list and individual component logs
Updates are reversible	Reverse 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 components	One decreases; another increases
Cycle Counts are temporary	Must be reversed once the real return is processed
Metadata updates are done via Bulk Update	Code, name, weight, cost, etc., are edited here

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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

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Troubleshooting and Common Questions

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

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