Bulk Update

Bulk Update allows you to update multiple inventory quantities at once by exporting your inventory list, editing the quantity adjustments, and uploading the updated CSV back into Cloudscaff.

Purpose

The Bulk Update Inventory tool is designed for situations where updating items one by one would take too long.

Typical use cases include:

• Stock counts

• Inventory corrections

• Warehouse adjustments

• Importing inventory from external systems

• Bulk quantity updates

Instead of editing inventory items individually, Cloudscaff allows you to:

1. Download your inventory spreadsheet

2. Enter quantity adjustments

3. Upload the file to apply the changes

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Where to Find Bulk Update

Navigate to:

Inventory → Overview page.

At the top of the inventory screen you will see the Bulk Update button.

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Step 1: Download the Inventory Spreadsheet

Click:

You will see the Bulk Update instructions page.

Click:

This downloads the Inventory Masterlist Spreadsheet.

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Step 2: Edit the Spreadsheet

Open the downloaded spreadsheet in Microsoft Excel.

The spreadsheet contains your full inventory dataset.

Example columns include:

Column	Description	Editable
id	Unique system identifier	No
code	Inventory item code	Yes
category	Item category	Yes
size	Item size	Yes
name	Item description	Yes
location	Inventory location	Yes
weight	Weight per item	Yes
hireCost	Hire value	Yes
replacement	Replacement cost	Yes
sellingCost	Selling price	Yes
totalQty	Total quantity	No
availableQty	Current available quantity	No
editQty	Quantity adjustment	Yes

Enter Quantity Adjustments (editQty)

All updates are made inside the editQty column.

The value entered in editQty is the quantity change, not the final quantity.

How editQty Affects Inventory Quantities

The editQty column adjusts the Total Quantity only.

It does not calculate changes based on the Available Quantity.

When a bulk update is processed, Cloudscaff applies the value entered in editQty directly to the totalQty field.

This means the system will:

New Total Qty = Current Total Qty + editQty

After the Total Quantity is updated, the system recalculates the Available Quantity based on existing allocations

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Example Scenario

Current inventory:

Field	Value
Total Qty	100
Available Qty	10
In Use	90

Now you enter:

editQty = -20

Cloudscaff performs the calculation:

100 - 20 = 80 Total Qty

However, 90 items are still in use.

So the system recalculates:

Available Qty = Total Qty - In Use
Available Qty = 80 - 90
Available Qty = -10

Result:

Field	Value
Total Qty	80
Available Qty	-10

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Why This Happens

The Bulk Update tool adjusts inventory totals, not allocation states.

This allows administrators to:

• Correct stock counts

• Adjust system totals

• Reconcile inventory differences

without modifying operational records such as deliveries, returns, or site allocations.

Note: Always verify how many items are currently in use before reducing Total Quantity. Reducing Total Quantity below the number of allocated items will create negative available quantities.

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Adding inventory

Enter a positive number.

Example:

totalQty	availableQty	editQty
30	22	10

Result:

totalQty = 30 + 10 = 40

availableQty = 32 

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Removing inventory

Enter a negative number.

Example:

totalQty	availableQty	editQty
30	22	-10

Result:

totalQty = 30 - 10 = 20

availableQty = 22

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No change

Leave the value as:

0 or blank

Save the File as CSV

After making your updates:

Click:

File → Save As

Select the format:

CSV

Uploading Excel (.xlsx) files will not work.

You must upload a CSV file.

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Step 3: Upload the CSV

Return to the Bulk Update screen in Cloudscaff.

Click:

Select the CSV file you just saved.

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Confirm the Update

After uploading the CSV, Cloudscaff will display a confirmation dialog.

Click:

Yes

Cloudscaff will now apply the inventory adjustments.

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Inventory Updated

Once the update is complete, your inventory quantities will be updated immediately in the Inventory Overview table.

You will see updated values in:

• Available Quantity

• Total Quantity

• Inventory indicators

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Example Adjustment

Current stock:

Item	Total Qty	Available
Ledger 1.2m	50	30

Spreadsheet change:

totalQty	availableQty	editQty
50	30	-5

Result after upload:

Total Qty	Available
45	25

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Important Rules

Do not delete the ID column.

The ID field links the spreadsheet row to the correct inventory item in Cloudscaff.

If the ID is removed or changed, the update will fail.

editQty is a change value, not the final quantity.

Example:

Total Qty = 100
Available = 100
editQty = -10

Final quantity becomes:

Total Qty = 90
Available = 90

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Best Practices

To avoid mistakes when performing bulk updates:

• Always download a fresh spreadsheet

• Test with small quantity adjustments first

• Review the inventory table after updating

• Keep a copy of the spreadsheet for records

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Summary

Bulk Update allows you to update large inventory quantities in three simple steps safely:

1. Download inventory list

2. Enter quantity adjustments in editQty

3. Upload the CSV

Cloudscaff then applies the changes instantly across your inventory.