Note: Item instances are currently in early access. Some existing inventory functionality is supported, and some features are still in development. If you're interested in the early access program, please sign up here.
You can edit multiple Inventory items either using Excel or directly in Quartzy. See the instructions below for how to edit item instances in bulk using Excel.
1. From the Inventory module, click on Export Inventory.
2. Click Export File.
3. In the Excel file, rows in grey represent each item, while the white rows below each item are the item instances.
Ways you can edit your Inventory in Excel:
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Edit the data in all fields that are not greyed out. When editing existing item instance details, edit only fields in the white rows (item instances).
Note: Cells are greyed out when you do not have permission to edit them. For example, Quartzy uses the Serial Number to find existing items and save the changes you made, therefore that field cannot be edited.
- Edit the Amount in Stock for item instances (ie. white rows). When editing the Amount in Stock for an item instance, the total stock will be updated for that item when the saved file is imported.
- Add new inventory items by inserting data below the existing items on the appropriate Type worksheet. The Item Name column is a required field. For the Row Type column, choose Item. Leave the Serial Number and Subitem ID fields blank. A unique Serial Number will be automatically assigned upon import.
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Add new item instances. Item instances can only be added to existing items that were already in the exported Excel file. The Item Name column should be left blank. For the Row Type column, choose Subitem. Copy the Serial Number from the grey Item row above. Leave the Subitem ID field blank.
- To add item instances to new items, you must first import the file with the new items so they are each automatically assigned a unique serial number, then export your inventory again to add item instances below those new items.
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Add new custom fields by inserting a column and pasting your data.
- Add new Types by adding and naming a new worksheet. Copy over the column headers from an existing worksheet that you want to include in the new Type.
Important: Unless the field is greyed out, Unit Size is customizable, whereas the Amount in Stock Units field must be an accepted unit of measurement. The accepted units for the Amount in Stock Units field are: aliquots, ampules, bags, bottles, boxes, canisters, cases, drums, kits, packs, plates, rolls, samples, sleeves, tubes, units, vials, µg, mg, g, kg, pmol, nmol, µmol, mmol, mol, oz, lb, µL, mL, L, fl oz, gal, mm, m, in, ft, yd.
4. Save the file. From the Inventory module, click Import Inventory.
5. Check the box that verifies that you used the Quartzy Excel template and upload your saved file.
All files that were attached to existing inventory items will remain attached to those items after your changes are uploaded. No need to reattach!
Troubleshooting
For common troubleshooting errors, check out this user guide: Fixing common errors when importing inventory from Excel
If you receive the error "Subitem rows require an item serial number," be sure you are only adding item instances to existing items that were already in the exported Excel file. For the Row Type column, choose Subitem. Copy the Serial Number from the grey Item row above. Leave the Subitem ID field blank.
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