Inventory Upload lets you update inventory quantities for multiple SKUs at once. The template also includes columns for LPNs and lots, so you can assign that information to inventory in the same upload. This is ideal for maintaining accurate stock levels during physical counts, warehouse reorganizations, or when you need to tie inventory to a specific lot or container.
Before You Begin
- Required User Role Permissions: The Inventory Upload:Create permission must be enabled on a user's assinge role to complete the Inventory Upload process.
- Required Account Type: Only 3PL accounts and Brand Accounts can use Inventory Upload. 3PL clients can't run inventory uploads themselves because the 3PL manages their stock.
Table of Contents
- Inventory Upload Limitations
- Common Use Cases for Inventory Upload
- Inventory Upload CSV Template
- How to Upload an Inventory CSV in ShipHero
- Monitoring Inventory Upload Batch Results
- Retrying Inventory Upload Line Items with Errors
Inventory Upload Limitations
- File Size: It's recommended to limit each CSV file to 2,500 rows. For larger updates, split the data into multiple smaller files.
- Location Properties: Inventory Upload can't change location settings, such as toggling a location as sellable. Use How to Update Locations in Bulk via CSV in ShipHero instead.
- Product Creation: Inventory Upload doesn't create new SKUs. Create products first using the Bulk Edit tool.
Common Use Cases for Inventory Upload
- Initial Inventory Setup: Load stock levels when first configuring a warehouse.
- Physical Inventory Counts: Update bulk inventory levels after a manual stock count. Best practice: Use the Cycle Count feature to automate stock-taking and reduce manual errors.
- Lot Tracking: Assign a lot to inventory for quality control or recalls.
- LPN Tracking: Assign inventory to an LPN to track pallets or totes through the warehouse.
Pro-Tip
To assign a lot or LPN to a SKU at a location without changing the stock level, set Action to Change and Quantity to 0.
Inventory Upload CSV Template
Your CSV file must contain these ten fields in the exact order listed. Header names must match the table below exactly, including capitalization, to prevent processing errors. Download the template from the Inventory Upload page or download the file attached at the bottom of this article.
Mac users: To ensure compatibility, save your file using the Windows Comma Separated (.csv) format in Excel.
| Column Name | Description/Action |
|---|---|
| Sku | The unique identifier for the product. |
| Action |
Change: Adds or subtracts the quantity from the current level. Replace: Sets the inventory to the exact quantity listed. |
| Quantity |
For Change: Units to add or subtract (use negative numbers for subtractions). Enter 0 to assign an LPN or lot without changing the stock level. For Replace: The new total stock level. |
| Location | The specific Warehouse Location being updated. |
| LPN | An LPN (License Plate Number) is a barcode ShipHero assigns to a container, such as a pallet or tote, to track it through the warehouse. Enter the LPN to assign inventory to. Leave blank if you're not assigning inventory to an LPN. |
| LPN Received Date | The date the LPN was received at the location, in YYYY-MM-DD format. Fill this in when you fill in the LPN column. |
| Lot | A lot is a batch number assigned to a group of units of a product, often tied to a manufacturing or expiration date. Lots must already exist in ShipHero before you can assign them through Inventory Upload. Enter the lot number to assign to inventory at this location. Leave blank if you're not assigning a lot. |
| Expiration Date | The expiration date for the lot, in YYYY-MM-DD format. |
| Received Date | The date the lot was received at the location, in YYYY-MM-DD format. |
| Reason | An internal note explaining the inventory adjustment. |
Critical Inventory Upload Processing Rules
- Mixed Actions: Don't use both Change and Replace for the same SKU in one file. ShipHero doesn't process rows in sequence, so mixing actions causes unpredictable results.
- One Line Per Update: Use separate rows for different Warehouse Locations, even for the same product.
- Negative Values: Use negative numbers to reduce the quantity in a location with the Change action. Negative numbers aren't allowed with the Replace action.
- Case Sensitivity: Column headers and SKUs are case-sensitive.
How to Upload an Inventory CSV in ShipHero
- Go to the Inventory & Locations > Upload page.
- Click Upload CSV.
- Download the template shown in the Upload CSV window if you do not have one prepared.
- Prepare your data. Include only the SKUs that need updates, and fill in the necessary columns for any rows that need that information.
- Select the Customer Account (for 3PLs) and the specific Warehouse (for multi-warehouse accounts).
- Upload your file and monitor the Batch Processing screen.
Monitoring Inventory Upload Batch Results
Once you upload a CSV file, ShipHero assigns it a Batch ID and starts processing it line by line. ShipHero assigns each batch a status while it processes:
- Processing: ShipHero is still processing the file.
- Success: ShipHero updated every line in the file.
- Error: At least one line item had an error and didn't update.
ShipHero assigns each upload a Batch ID. Click the Batch ID to open the Batch Details page. Filter the batch by the status of individual rows by selecting the status pills:
- All: Shows every line in the upload.
- Success: Shows lines where ShipHero updated inventory.
- Processing: Shows lines ShipHero is currently processing.
- Error: Shows lines that failed. Check the message column for details.
| Successful Upload Example | Error Upload Example |
|---|---|
Inventory updates are permanent and appear in Inventory Change Logs. Always test with a small file of 1-2 items before performing a warehouse-wide update.
Retrying Inventory Upload Line Items with Errors
For some errors, such as LPN does not exist, Lot does not exist, or Product not found, you can create the missing record in ShipHero, then retry the upload for the affected rows. To do this:
- Create the missing LPN, lot, or SKU in ShipHero.
- Check the line items with the Error status.
- Click the Retry button.