Stocktake from CSV

Stocktake from CSV lets you count a location the old-fashioned way, on paper or in a spreadsheet away from a screen, then bring every count back into Qoblex in one pass. Every row you fill in feeds into a single draft adjustment for that location, so you review the whole stocktake together and decide when to post it.

This article walks through the wizard’s five steps in order: downloading a ready-made spreadsheet for a location, uploading your filled-in file, fixing anything Qoblex flags, reviewing what changed, and authorizing the result. It also covers the exact columns the file carries and what happens while your file is processing in the background.

Open the Stocktake wizard

1. In the left navigation, select Adjustments — the page itself is titled Adjustments & Stocktake.
2. Select Stocktake, next to New Adjustment.

This opens the Stocktake from CSV dialog, which walks you through five steps in turn.

Step 1 — Download your inventory spreadsheet

1. Choose the Location you want to count. Only warehouse locations are offered, and Qoblex preselects one for you; change it if it isn’t the location you mean.
2. Optionally narrow the file down under Only include products that match (optional), by Supplier, Product Type, Brand, or Tags.
3. Select Prepare Stock CSV, then Download Stock CSV once it’s ready. Qoblex tells you how many variants ended up in the file. The spreadsheet includes your product quantities, bin numbers, and alert levels for you to update with your actual counts.
4. Fill in your counts in the downloaded file. Qoblex recommends using Google Sheets to edit it.
5. Select Next to move on to the upload step.

If you already have a filled-in file from last time, select Already have your filled-in file? Skip to upload instead. You still need a Location chosen first, since that’s what the file is matched against.

Counting a single brand

To count only one brand at this location, filter by Brand before you prepare the file: only variants matching that brand are included, so every row you fill in belongs to that brand. This works whether you’re counting alone or splitting the file’s rows across several people afterward.

If you’d rather count with a handheld scanner instead of a spreadsheet, you can scope that route to one brand too: when building a regular adjustment, open the Add Products dialog and use its Filter by brand field to pick the brand you want counted, add every matching variant, then share the adjustment with your counters. See Create an adjustment and add products for that workflow, including what happens once a second person starts scanning it.

The file’s columns

The file you download carries these columns, in this order. Only Id is required: Qoblex rejects any row whose Id is missing, non-numeric, or doesn’t match a variant in your catalog.

Step 2 — Upload your counted spreadsheet

The Stocktake button and this upload step are visible to anyone who can open the Adjustments page (the View Adjustments permission), but uploading a file requires the Authorize Adjustments permission behind the scenes. Without it, choosing a file doesn’t fail with a permission message — it fails with the generic “Something went wrong while uploading your file. Please try again.”

1. Drop your CSV file onto the upload step, or select Browse File.
2. Only .csv files up to 10MB are accepted.

Once you’ve chosen a file, Qoblex uploads it, then processes it in the background in byte-range chunks, so a large catalog doesn’t time out the request. While it’s running, the wizard shows a progress bar switching between two phases: Checking your file for problems…, then Applying your changes… once your file has validated cleanly. For a large catalog, this can take a few minutes.

Step 3 — Fixing problems in your file

If Qoblex finds a problem, the wizard stops here instead of moving on. It shows “We found {count} problem(s) in your file” together with a table of the problems Qoblex found, up to the first 100:

• Row — the row number in your file.
• Problem — what’s wrong with that row.
• How to fix it — what to change.

Qoblex keeps checking the rest of your file even past that point, but it only lists and counts the first 100 problems. If your file has more than 100, fix the ones shown and select Upload corrected file — more may turn up on the next pass.

Nothing has been changed in your inventory at this point. From here you can:

• Select Download this list to save the problem list as stocktake-errors.csv, with the same Row / Problem / How to fix it columns, so you can work from it alongside your file.
• Fix the rows in your file and select Upload corrected file to try again.

See the accordion below for the specific problems Qoblex checks for.

Step 4 — Review the preview

Once your file validates cleanly, the wizard shows “Your file looks good” together with how many rows were read, how many quantities will change, how many were already correct, and, if any rows were entirely blank, how many blank rows were skipped.

• If there’s nothing to change, Qoblex tells you every counted quantity already matches your catalog, so there’s nothing to apply, and no draft adjustment is created. That’s about quantity only: any buffer quantity, alert level, max inventory, barcode, bin, and (if you built your own file) supplier SKU, overselling, or quantity-to-order values in your file were still written to your catalog when you uploaded it, per the Step 2 callout above.
• Otherwise, Qoblex shows the message “Draft adjustment {number} was created for {location}. Nothing has been added to or removed from stock yet.”, together with a sample of the changed lines (Product, Expected, Counted, Change) and three choices:
• Authorize now: posts the changes to your stock straight away.
• View draft adjustment: closes the wizard and opens the adjustment so you can review or edit every line before authorizing it yourself later.
• Choose a different file: takes you back to the upload step to try a different file. This does not discard the draft adjustment this run already created; it stays on your adjustments list exactly as it is, with every non-quantity field from your file (buffer quantity, alert level, max inventory, barcode, bin, and, if you built your own file, supplier SKU, overselling, and quantity to order) already written to your catalog. Uploading another file starts a second, separate draft rather than replacing this one, so if you meant to fix a mistake, open this draft afterwards and check it before you authorize either one.

Step 5 — Result

Once you select Authorize now, the wizard confirms “Your stock count was imported and the adjustment was authorized.”, along with how many rows your file had, how many variants were updated, and a link to the adjustment. If you chose View draft adjustment in step 4 instead, the wizard closes without reaching this step: authorize the adjustment from its own page when you’re ready, as covered in Authorize an adjustment.