Bring in opening stock

This is the stock-count step of cutover: the one place you set the quantity Qoblex starts trusting for each location.

It runs once per Qoblex warehouse location you’re bringing live. Do it right alongside setting your opening cost, before you authorize anything. See Cutover day, step by step for where this fits in the full sequence.

---

Opening stock, location by location

Use Stocktake from CSV to set your opening quantities. See Before you start for the permission this needs.

1. Open Adjustments and select Stocktake.
2. Choose the Location you’re counting.
3. Download the spreadsheet and fill in your physical count.
4. Upload it.
5. Leave it as a Draft. Authorize it only after you’ve set your opening cost (see Set your opening cost first).

The wizard is scoped to one location at a time, so run it once for every Qoblex warehouse location you’re bringing live. See Stocktake from CSV for the full walkthrough, the file’s columns, and how to fix a file Qoblex rejects.

What happens when you upload

Qoblex builds one Draft adjustment per location from the file and holds it there until you choose Authorize now.

• Stock quantities: no change reaches your inventory until you authorize.
• The file’s other fields: written to your catalogue as soon as you upload. That’s bin, barcode, buffer quantity and min/max, plus, if you build your own file, allow overselling, supplier SKU, and quantity to order.

A stocktake sets quantities, never cost

The downloaded stocktake file doesn’t carry unit cost. Even if you build your own file with a Cost column, authorizing the stocktake does not apply it.

Leave batch and serial rows untouched

The file lists your batch- and serial-tracked variants too. Count those products separately instead: see Count batch and serial stock below.

Set your opening cost first

Set your opening cost before you authorize the stocktakes, not after. Do it while the variant still carries no stock.

Batch- and serial-tracked products are the exception: set their cost after the batch/serial stocktake. See Count batch and serial stock.

There are two ways to set cost:

• One product: edit its Moving Average Cost directly from its product page. You’ll need the change-mac permission for this field.
• Many variants at once: use the Products list’s Edit by CSV bulk action, and fill in the Cost column of its downloadable template.

However you set it, cost is held per variant, not per location. So it applies everywhere that variant is stocked.

Why before, not after

Products from the Shopify product import

If your catalogue came in through the Shopify product import, a newly created product already carries Shopify’s own unit cost into Qoblex as its Moving Average Cost. You only need to set cost by hand for products you built or imported some other way.

These Shopify-created products already carry Shopify’s own stock quantities (see the callout in Set up Qoblex before you switch).

• If you rehearsed on a staging store: check the products that import created. They carry the staging store’s cost, and the production store’s import doesn’t change it.
• If Shopify had no cost for a product: setting it now goes through the same revaluation path as changing cost after a stocktake. That’s harmless to your figures, since it’s revaluing stock you haven’t counted yet, but it does post a real accounting adjustment.

Count batch and serial stock

Run this right after you authorize a location’s regular stocktake, before you import purchase orders or sale orders. See Cutover day, step by step.

The regular stocktake can’t count a batch- or serial-tracked product, because it has no way to split a counted total across individual batches. Use the batch import instead.

Count them

1. Open Inventory > Products.
2. Choose Import Batches from the more-actions (…) menu.
3. In the Import batches / serial numbers dialog, choose the same location you just counted.
4. Download its template.
5. Fill in the counted quantity for each batch or serial number, and add a row for any new one.
6. Delete every row you leave without a batch or serial number.
7. Upload the file.

The template lists every product variant:

• one row for each batch or serial number that still has stock there, prefilled with its current quantity;
• a single row with an empty Batch/Lot Number for any variant that has none there, standard products included.

What the import changes

For every batch or serial the file names, Qoblex moves its quantity to match what you counted. It creates a new batch number if the file has one Qoblex doesn’t, and it updates the variant’s overall total to match.

Some batches don’t change:

• A row with a quantity of 0 is ignored, rather than clearing that batch.
• A batch you leave unchanged, or remove from the file, keeps its quantity. That includes one left over from a rehearsal (see Upload some batches during a rehearsal).

So list every batch and serial you’re keeping at that location in the same file.

Then set their cost

The import creates and authorizes its own adjustment. But unlike the regular stocktake, it adds stock at zero unit cost:

• a product that had no stock has its Moving Average Cost reset to zero;
• any other product’s cost is pulled down.

So for batch- and serial-tracked products, set your opening cost after this import, not before. Edit Moving Average Cost on the product page, or use Edit by CSV. Qoblex then revalues the stock you just counted at that cost and posts it as an accounting adjustment.

See Import or update batches by CSV stocktake for the full walkthrough and the file’s columns.