**Note: If QB is your source of record for inventory, update your inventory in QB, not Vinosmith.**

In most cases, if you just have a Wine Code and the new inventory quantity you would like that Wine to be re-set too, then you will want to perform a "Basic" Inventory Import.

Please Note: For the Quantity value you would enter a single decimal number that uses bottle conversions. For a chart of valid bottle conversions please see this article

The Excel sheet should have three columns:

  • Upload Type (inventory-basic)
  • Wine Code
  • Quantity
  • Warehouse Code (optional)
  • Bin Location (optional)

Vinosmith expects the first row to be this header, so your data should start at row 2.

There are 3 steps to batch update inventory: export inventory, update the excel data, upload the fresh data.

1. Export your current inventory (see article here for steps)

  • Inventory can be exported in two ways.
    • Method 1: Only export inventory records that already exist.
    • Method 2: Export inventory records for all wines For wines that do not have inventory, you can choose to assign a default warehouse for them in the export file.
  • Export can be a Detailed file or a Basic file
    • Please see the inventory import page for more information on what can be updated for each file type

2. Edit the document to reflect the current inventory.

3. Upload this document back to Vinosmith:

  1. Click on the Wines tab
  2. In the left, click on Import Inventory
  3. On the next screen, click on the Basic tab
  4. On the next screen, you can choose how should a Wine be identified for the update and choose the target warehouse
    • Wine Identifier - (what does the wine code in column a represent?)
      • Wine Code: top-level wine code in Vinosmith
      • Warehouse Wine Code: the wine code at the Inventory level. To use this option requires this value to be present and exist on the existing at the inventory level.  Please Note: This is NOT the code of the warehouse itself.
      • Wine ID: the wine record's unique ID in Vinosmith; the number found at the end of the URL
    • Strip Prefix? (Optional)
      • This is only relevant when Wine Identifier is set to Wine Code.
      • If the input file contains wine codes with a prefix, Vinosmith can remove that prefix prior to looking for the wine. Example: The input file contains wine code(s) like ABCPN2012 but your Vinosmith Wine Code is ABC you would enter "ABC" and Vinosmith will look for a wine with code PN2012
  5. You can also create a brand new inventory record if one does not already exist. This is done by toggling the drop-down Create New Records?
    • Please Note: to use Create New Records? it's required for the Wine Identifier to be Wine Code -or- Wine ID: because there is no existing inventory record to locate.
  6. Finally, specify the file and upload it