In this article, you'll find information about managing your stock in the Pickware Admin. If you also want to transfer your changes to your Shopify Administration, use the stock synchronization.

In the product details, in the Stock tab, you can see the total, reserved, and available stock (section Overview) as well as the distribution of stock across the individual warehouses and bin locations (section Stock per warehouse). You can make manual stock adjustments there and track stock movements. In general, stock adjustments can also be made via CSV.

The reserved stock is made up of all orders with the order status Open or In progress as well as the delivery status Open or Partially shipped. Within these orders, only those line items that have not yet been shipped or have only been partially shipped are taken into account. If you click on the Reserved stock field, the Orders tab opens with the corresponding filters, so that you see all relevant orders.

To manually adjust your stock, first select whether you want to stock in, stock out, or transfer goods. Once you've selected the desired warehouse, you'll be suggested the default bin location for stocking in or out. In addition to warehouse, bin location, and quantity, you can enter a comment for better traceability or select a predefined comment.

You can define which comments are available for selection under Settings → Extensions → Pickware ERP Starter. Finally, click on Stock in/Stock out/Transfer.

You'll then find all stock changes further down in the Stock movements section. There you can see not only the affected bin locations and the time the action was carried out, but also the user who performed the action.

Using the Show details button, you can also view the Reason column for each stock movement, i.e. what triggered it.

Possible reasons for stock movements include:

For stock movements that were carried out before this feature was introduced, the Reason column remains empty.

Using the filter icon in the overlay, you can open a sidebar with the following filter options:

To conveniently manage your warehouse stock via the WMS App, the Stock movements feature is available to you. You can access it via the app menu at the top left. For each stock movement, you can add comments, either by typing them in manually or by defining them in advance under Settings → Extensions → Pickware ERP → Stock movements, so that you only need to select them in the app.

To transfer individual products, first scan the desired product, or alternatively tap on Select product and search for the product by typing.

Next, enter the quantity you want to move. Tap the blue i icon next to the stock level to see how the stock is distributed across the individual warehouses and stock levels.

You can then stock in, stock out, or transfer the selected quantity. To stock in products, select the Stock in option. You can then select the storage location manually or scan the corresponding bin location label. To stock out, first select the storage location manually or by scanning, and then select the Stock out option. If you want to transfer products, select the respective storage location both in the From and the To section. Finally, click on Save.

If you want to transfer all products from a specific bin location to another bin location, first scan the source bin location, or alternatively tap on Select bin location, select the corresponding warehouse, and search for the product by typing. Then select the bin location to which the products should be transferred. Finally, click on Save.

Under Inventory Management → Stock overview → Import/Export, you can make absolute or relative stock changes via CSV.

Please read the following information carefully before making a stock change via CSV import for the first time. You'll find an explanation of what a CSV file is, what it can do, and what it can't do here.

To perform the stock export, you need certain permissions. You can grant them under Settings → Users & Permissions → Roles in the Detailed privileges tab. You'll find more information on the topic of permissions here.

For the import into the Pickware Admin, the CSV file must be UTF-8 encoded and use semicolons as separators. You'll find more details on this and where to find the corresponding configuration option in your spreadsheet program here.

To do so, open the stock overview. Using the menu on the right, you can first show or hide columns and, if needed, filter by certain criteria. If you then perform an export, only the products and columns that are also visible in the stock view are included.

If you want to manage your stock globally, the Per product view is sufficient, for example. If you want to manage stock individually per bin location, please select the Per product and bin location view.

Then click on Export and select Export with stock for the absolute stock import, or Export without stock for the relative stock import. You can use the downloaded file as a template for your import.

In an absolute stock import, the total stock is specified. The value previously stored in the system is thereby overwritten.

In a relative stock import, only the change in stock compared to the previous value is specified. The value previously stored in the system is increased or decreased accordingly.

The file for the absolute stock import contains the following columns (when selecting the Per product and bin location view for the file template):

The file for the relative stock import contains the following columns (when selecting the Per product and bin location view for the file template):

So the difference lies only in the last column. With the absolute stock export, the current stock levels are also exported, so that you can calculate on your own how the stock changes will affect the stock level. With the relative stock export, no stock levels are exported, since these numbers don't matter for this form of stock booking. Instead, the value 0 is entered for all rows in the Change column.

Here, we'll show you using an example how the entry in the CSV file needs to look if you want to increase, decrease, transfer, or leave the stock unchanged, either absolutely or relatively.

In our example, we're dealing with a product of which we have 70 units in stock in our main warehouse at the bin location C-03-004.

In your absolute stock export, this looks like this:

In your relative stock export, this looks like this:

We want to stock in 30 more units of the product at the same bin location. For the absolute stock import, we add the existing stock (70) and the additional stock (30) ourselves, and thus enter the value 100 in the Stock column in the import file:

For the relative stock import, we simply enter the value 30 in the Change column. The addition happens automatically when the CSV file is read in, so here too your stock in the system ends up being 100 units.

Now let's assume we instead want to book out 30 units of the product. For the absolute stock import, we need to subtract the values from each other, so we calculate 70-30=40 and enter this value in the Stock column in the CSV file.

For the relative stock import, we enter a negative number, in this case -30, in the Change column. Here too, the calculation is then performed on the system side when the CSV file is read in.

You don't need to enter stock changes for all products just because they're contained in your CSV file. If you don't want to import a change, you can simply delete the relevant rows from your CSV file, or leave the value in the Stock or Change column unchanged.

If you instead want to transfer stock from one bin location to another, two steps are required: booking the stock into a new bin location and booking it out of the old bin location. Accordingly, in this case you also need two rows in your CSV file.

A transfer with absolute stock levels looks like this in the CSV file:

In the first row, 70 units are booked into a new bin location (A-01-001). In the second row, the same 70 units are booked out of their previous bin location (C-03-004). The new bin location then has an absolute stock of 70, and the old bin location has an absolute stock of 0.

If you work with relative stock levels, this looks like this in the CSV file:

In the first row, 70 units are booked into a new bin location (A-01-001). In the second row, the same 70 units are booked out of their previous bin location (C-03-004). The change at the new bin location is thus (+)70, and at the old bin location -70.

If only the first row is included in the CSV file, stock would only be booked in at the new bin location, but no stock would be booked out at the old bin location. As a result, your actual stock would be 70 units too high.

In the cases shown above, stock was fully transferred from one bin location to another. Of course, you can also split the stock from one bin location across two (or more) other bin locations. In that case, you need three (or more) rows in your CSV file:

Absolute:

Relative:

Under Inventory Management → Stock overview, you can upload your adjusted CSV file using the Import button. Be sure to use the correct format — absolute or relative stock import — so that your adjustments are booked correctly. Optionally, you can add a comment. Then click on Import at the bottom.

If no warehouse is specified, the respective quantities are always booked into the default warehouse and, within the warehouse, to the default bin location for the product, if available. If a specific warehouse is specified, the changes are booked to the default bin location there. If an exact bin location is specified, it's booked there. If no bin locations are maintained in a warehouse, or if the bin location isn't explicitly specified during import, the stock is booked directly into the corresponding warehouse.

Under Settings → Shop → Import/Export (Pickware), you'll find an overview of all import and export activities. There, you can download the files again or view further information via the detail page (accessible via the three dots on the far right of the row), for example which errors occurred in the case of a failed import.

Some products should be sellable and pickable, but shouldn't appear in stock management and shouldn't have any influence on stocktaking or valued inventory. In these cases, you can disable stock management for a product.

You can disable stock management for a single product directly in the product:

Open product → General tab → Availability card → disable the "Manage stock" toggle

Once stock management is disabled, however, you need to keep the following in mind:

If you re-enable stock management later, the product starts with a neutral stock of 0, which you can then stock in normally.

If you want to adjust stock management for multiple products at once, you can do this via the Shopware product import/export. To do so, proceed as follows:

Save and export all products for which you want to change stock management under Inventory Management → Stock overview. Then adjust the values in the CSV. When doing so, set the following for each product in the export file:

Note that for variant products, the main product and all variants must receive the same value to avoid inconsistencies.

Before you import your adjusted CSV file again, the Stock column should be removed. Otherwise, stock movements carried out in the meantime might be undone.

Now you can import your CSV with adjusted values and profile again. Your stock management will then be disabled as desired for all products you selected.

After the import, keep in mind that Pickware automatically makes the necessary adjustments to bin locations and stock for these products (e.g. merging into Unknown bin location, neutralization upon re-activation, etc.).

You'll find more information on working with CSV files here.