1.0 Overview

Bitsila Clients opting out of our comprehensive Inventory management plan can leverage the SSP flow to synchronize their inventory. Formerly reliant on a cloud service for continuous inventory updates via a single spreadsheet, they now have the option to sync their inventory without relying on this service, thanks to our latest Import Inventory feature.

1.1 Conditions:

This flow will work only if the account satisfies two conditions.

1. The account should be a Multi-Outlet Account with the Inventory Control plan as the Simple Stock Plan

2. The Inventory Control Preferences under the Business Profile should be set to Single File.

2.0 Step by Step Procedure

• Login to one SSP account, which has the account inventory plan as "Simple stock plan" and the Outlet type as "multi-outlet".

You can check if the Account satisfies the criteria on System Side.

Go to the Accounts Module and Click on Accounts

Click on the tenant ID of the Account you are performing this operation for.

Go to the Account Info Tab

Scroll down and you can see The Account type and Inventory Control Plan.

• Open the Outlets Page in the Business Module. On the top left you should be able to see the Import Inventory Button. If you cannot see it, that means, the above conditions are not satisfied. So, change the account settings to satisfy the conditions

To Change the Preferences of the Business Profile

Go to the Business Profile on the top right and Click on Business Profile

Go to the Preferences Tab

Click on Edit Button

Under the Inventory Sync Control Panel, select Single File as Inventory Sync File from the dropdown.

Click on Update

Now Navigate to the Business Module and Click on Outlets

If you can see the Import Inventory button proceed forward 

• Create an Excel Sheet. Create a few Columns for EAN Code, Stock, MRP, B2C Online Price, B2C POS Price, and Store Reference ID.

• Under the EAN Code Column, enter the EAN codes of the items that you want to update the inventory for.

• Under the stock column, enter the quantity of the items that you want to update the inventory for.

• Under the MRP column, enter the price of each item.

• Under the Column for the B2C Online Price enter the respective price and do the same for the B2C POS Price.

• Under the Column for the Store Reference ID, enter which store these item details should be updated to.

You can find the store reference number under the Outlet Settings

You can edit this reference number to any alphanumeric number, however make sure that the reference number in your system is the same as the one you add in the sheet.

• If you want to add the same item for multiple stores, you need to have multiple entries of the same item with the respective quantity and price values, and in the store reference ID column, you need to enter the respective Store reference IDs.

In the above example, three items have been repeated. However, the yellow cells indicate the items for the store with reference number 1001 and the blue cells are for the store with reference number 1002.

You can add the items for outlets in a similar manner.

• Once you prepare the Excel sheet, go back to the Bitsila system. Click on one of the Outlets that you are synchronizing the inventory for.

• Go to the Settings tab and Click on Edit

• Scroll down to find the Mapper Details

• You can see different entry fields namely EAN Mapping, Bt Mapper Key, Import File Key, Stock, MRP, B2C Online Price, and B2C Pos Price.

• In the entry field of EAN Mapping, enter the Column header you assigned to the EAN codes in your Excel Sheet.

• Bt Mapper Key is a Dropdown field, select EAN Code from the dropdown menu.

 If you are using any other codes like Sku, you need to add a Sku column in the Excel sheet and add the Sku numbers.

• In the entry field of the Import File Key, enter the Column Header of the EAN codes in your Excel sheet.

• In the same way map the rest of the columns, by entering the column headers of the Stock, MRP, B2C Online Price, and B2C Pos Price.

• Once the Mapping is completed, Click on Update and repeat the process for the remaining outlets.

• After mapping all the outlets,go to the Outlets Page under the business Module

•  Click on the Import Inventory Button.

• Upload the Excel File with the updated quantities and finish the Import.

• You will get the notifications showing the Import is initiated and completed.

• You will be redirected to Data Exports and Imports to check the Import Status.

• Once the Status shows success, the new data will be updated in the system.

• Go back to the Outlets Page in the Business Module. Click on an Outlet and select Items Tab.

• You can see all the items with the new and updated quantities and Prices.

The Inventory update is successfully Completed.

3.0 FAQs

**Q1: What conditions must an account meet to utilize the Import Inventory feature?**

*A1:* The account must be a Multi-Outlet Account with the Inventory Control plan set as the Simple Stock Plan. Additionally, the Inventory Control Preferences under the Business Profile must be configured to Single File.

**Q2: How can I check if my account meets the required conditions on the system side?**

*A2:* Log in to the SSP account and navigate to the Accounts Module. Click on the tenant ID of the account. Under the Account Info Tab, check the Account type and Inventory Control Plan to confirm alignment with the required criteria.

**Q3: What steps are involved in changing the Inventory Control Preferences of the Business Profile?**

*A3:* To change the preferences, access the Business Profile, navigate to the Preferences Tab, click on Edit, select Single File as the Inventory Sync File under the Inventory Sync Control Panel, and click Update to save the changes.

**Q4: What data format is needed in the Excel sheet for inventory update?**

*A4:* Create columns for EAN Code, Stock, MRP, B2C Online Price, B2C POS Price, and Store Reference ID. Fill in the respective details for items, quantities, prices, and reference IDs for each store.

**Q5: How do I map the Excel sheet columns with the system's inventory settings?**

*A5:* In the system, under the Settings tab of each Outlet, find the Mapper Details. Enter the respective column headers from the Excel sheet into the system's fields such as EAN Mapping, Import File Key, Stock, MRP, etc., to align the data for synchronization.

**Q6: What happens after uploading the Excel sheet for inventory update?**

*A6:* Upon successful upload and mapping, initiate the import. You'll receive notifications indicating the initiation and completion of the import process. Check the Data Exports and Imports section for the status. Once it shows success, the new data will be updated in the system.

**Q7: How can I confirm that the inventory update was successful?**

*A7:* Return to the Outlets Page in the Business Module, select an Outlet, and navigate to the Items Tab. Here, you'll find all items with their updated quantities and prices, confirming the successful completion of the inventory update.