# Bulk Update
## 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
***
## Where to Find Bulk Update
Navigate to:
**Inventory → Overview** page.
At the top of the inventory screen you will see the **Bulk Update button**.
***
## Step 1: Download the Inventory Spreadsheet
Click:
You will see the Bulk Update instructions page.
Click:
This downloads the Inventory Masterlist Spreadsheet.
***
## 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**.
{% hint style="success" %}
The value entered in **editQty** is the **quantity change**, not the final quantity.
{% endhint %}
### How `editQty` Affects Inventory Quantities
{% hint style="info" %}
The **editQty column adjusts the Total Quantity only.**
{% endhint %}
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
***
#### 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 |
***
#### 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**.
***
### Adding inventory
Enter a **positive number**.
Example:
| totalQty | availableQty | editQty |
| -------- | ------------ | ------- |
| 30 | 22 | 10 |
Result:
```
totalQty = 30 + 10 = 40
```
```
availableQty = 32
```
***
### Removing inventory
Enter a **negative number**.
Example:
| totalQty | availableQty | editQty |
| -------- | ------------ | ------- |
| 30 | 22 | -10 |
Result:
```
totalQty = 30 - 10 = 20
```
```
availableQty = 22
```
***
### 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
```
{% hint style="danger" %}
Uploading Excel (.xlsx) files will not work.
{% endhint %}
You must upload a **CSV file**.
***
## Step 3: Upload the CSV
Return to the **Bulk Update screen** in Cloudscaff.
Click:
Select the CSV file you just saved.
***
### Confirm the Update
After uploading the CSV, Cloudscaff will display a confirmation dialog.
Click:
```
Yes
```
Cloudscaff will now apply the inventory adjustments.
***
## 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
***
## 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 |
***
## Important Rules
{% hint style="danger" %}
Do not delete the **ID column**.
{% endhint %}
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.
{% hint style="info" %}
editQty is a **change value**, not the final quantity.
{% endhint %}
Example:
```
Total Qty = 100
Available = 100
editQty = -10
```
Final quantity becomes:
```
Total Qty = 90
Available = 90
```
***
## 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
***
## 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.
