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How to bulk update stock levels and values

Bulk update stock levels and values in Katana to align inventory with actual counts.

Dayvid Lorbiecke avatar
Written by Dayvid Lorbiecke
Updated yesterday

Easily align your inventory in Katana with your physical stock by updating stock levels and values in bulk using a spreadsheet import.

This guide walks you through:

  • Downloading and preparing the import template

  • Updating quantities and values (with or without batch tracking)

  • Understanding how the import affects your stock and average cost


When to use bulk updates

The bulk stock import is perfect for:

  • Recording results from a stocktake

  • Entering starting stock

  • Adjusting inventory values after an audit

Using batch tracking? Jump to the Batch Tracking section.


How to download the import file

  1. Go to Settings > Data import

    Screenshot showing where to find data import within settings

  2. Find the section Update stock levels and stock values

  3. Click Download data to get your spreadsheet (.xlsx)

    Screenshot showing the download data button for "updating stock levels and stock values

This template will include:

  • Product and material names (for reference only)

  • Stock quantities and values per Location

  • A Katana ID column (used for matching during import)

  • Active (non-archived) products

Have multiple locations? You’ll see one row per item per location.


What can you change in the file

In the spreadsheet:

  • Update Stock quantity (shown as "In stock")

  • Update Value in stock (the total value of the inventory for that row)

Average cost = Value in stock ÷ Quantity in stock

You can:

  • Update just quantities (and keep existing average cost)

  • Update both quantities and values (to change the average cost)

  • Update value only (changing the average cost, not the quantity)


How to upload your stock file

  1. In Settings > Data import, click Upload data

    Where you can upload a spreadsheet to update stock levels and stock values
  2. Choose the updated file

  3. Decide whether to import Value in stock:

    Overwrite value in stock dialog
    • If you import it, Katana will recalculate the average cost.

    • If left empty, Katana will retain the current average cost.

Katana creates Stock Adjustments automatically to record changes—one per Location.


Rules applied to imports

  • Katana ID is required for matching items.

  • Items not matched by ID and Location will be skipped.

  • Empty cells are ignored (data won’t be overwritten).

  • If you change only the value, Katana creates a -1/+1 quantity adjustment to capture the cost difference.

  • Only active items are included in the download file.

Want to use Excel on a Mac? Export from Numbers via File > Export to > Excel (.xlsx)


Using Google Sheets? Choose File > Download > Microsoft Excel (.xlsx)


With batch tracking

If batch tracking is enabled (requires a Standard plan or higher), the import file will include:

  • Batch-specific rows per item and location

  • Batch numbers and expiration dates (if applicable)

  • "Unbatched" rows (shown if quantity > 0)

You can:

  • Set stock and value per batch

  • Remove batch stock by setting quantity and value to 0

Note: You can’t create new batches via this file. Only existing batches can be updated. Use this guide to add new batches.

Note on cost:

  • Average cost in Katana is not batch-specific.

  • If multiple batches of the same item have different costs, Katana averages them across the total stock.


Additional notes

  • Changes to item names, variant codes, or unit of measure are not imported.

  • File naming doesn’t matter — you can rename it before uploading.

  • Stock values and quantities are overwritten per Location.


Your feedback is invaluable. Let us know your thoughts on this article or anything in Katana you'd like to see improved: [email protected]

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