Before You Begin
Create your products (see: Product Import User Guide & POS guidance help docs)
Ensure you have set up your tax rates: Settings > Business Settings > Sales Taxes & Fees
Make sure you have created your product categories Products > Stock > Categories
Step 1: Navigate
Navigate to the Inventory import function via the left hand column: Products > Stock > Imports.
Select Inventory Import to open the import sidebar
Step 2: Download the Sample CSV File
Click the Download Sample button in the import sidebar
Open the downloaded CSV file in your preferred spreadsheet application
Step 3: Stock inventory data input into the sample csv
Review the column headers to understand the required format:
variant_name | the name of the variant, hint: check your spelling! |
location | the location this variant will be sold in, hint: check your spelling! |
available | how much current stock on hand in your store. - to see the change in stock view: Settings/Reports/Stock levels logs |
track_stock | Do you want to track this stock? YES or 1 for tracking, only turn OFF or 0 if you want unlimited stock |
qty | Number you are entering into stock from your delivery |
qty_par | The target or minimum stock count you aim to keep on hand. When your Current Stock Count drops below this number, it signals that it's time to reorder or restock. |
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Change the file name (use today’s date and the product name)
Add in the information requested, double check your spelling otherwise you will get an error on your import.
For multi gym locations, add in your different gym locations.
track_stock, you can you use YES or 1 for tracking the stock, only turn OFF or 0 if you want unlimited stock
Download the file in a csv format
Step 4: Inventory input into Clava
Click the Inventory Import button in the import sidebar
Click on Browse and select your csv file
To keep you updated, toggle to turn on the email notification service
Click Submit
Check your data!
Error formats and solutions
Invalid price format - Solution: Remove currency symbols and ensure prices are numbers only (e.g., 29.99 not $29.99)
Category not found - Solution: Create the category in Categories section before importing, or update CSV to use existing category names
Unable to locate product variant on line 3 - Solution: You have a spelling mistake on line 3, check your spelling, it must match the product variant in the system
Important note: if you have an error on line 3, all the data below line 3 will not be imported.
Non-existing location value on line 37 - Solution: You have a missing location on line 37, check the cell.
Additional items:
Historical changes
To view a history of the changes made to a product variant, select the product variant (Stock > Product)
Select the Timeline feature in the top right to view a timeline of all the historical changes made to the product variant
To view the Stock levels logs for the Variant, select the Stock Logs in the top right. This will give you a view of the recent data in csv imports.
To view all Stock levels logs, including products and variants stock levels changes, navigate to: Analytics > Reports > Stock levels logs