Importing stock data from file

Overview

These instructions are for how to import stock data into Kaleidoscope from a file.

There are 2 required fields and 2 optional fields when importing stock data into Kaleidoscope.

Selling item - The name of the product (required).
Actual stock - The stock value (required)
Date - The date of the stock value (optional, if all data is from the same date)
- If date is excluded, there is an extra step to manually select the date during the import process. See step 4 below.
Location - The location where that stock is stored (optional, if all data is for the same location)
- If location is excluded, there is an extra step to manually select the location during the import process. See step 4 below.

Example:

Tip! If the file fields have identical names to those listed above, they will automatically map to Kaleidoscope during the import process.

From the left hand navigation panel, click the Upload button. Choose your file from the browser.

From the first dropdown, Upload, select 'Actual stock'

From the second dropdown, Additional import target, select 'Actual stock only' (unless you are uploading goods-in-transit as well).

*Note that if you have named the fields in the file the same as the fields in Kaleidscope, this step will happen automatically.

The Actual Stock field should be mapped to the column that shows the quantity of stock
The Selling Item field should be mapped to the column with the name of the item
The Date field should be mapped to the date (if column exists)
The Location field should be mapped to the storage location (if column exists).

If the Date and/or Location are not in the file, then you must manually select the relevant date and location for the stock data. To do this:

Open the dropdown
Select the 'Not in the file' option at the bottom.
Another dropdown will appear. In this dropdown, select the value that applies to the data in this file.
- For example, if the stock data is correct as of August 1, 2025, then select 2025-08-01

*The match step is not required if you have selected "not in the file" for Date and Channel, or if you have previously matched the file content.

If there is a green check next to Match, you do not need to complete the step - it is already completed.

Match Date: Follow the instructions to select the date format that is in the file, so that Kaleidoscope reads the date properly.
Match Location: Ensure that the name of the stock location(s) in the file match to a correct location in Kaleidoscope by using the dropdown in the table to select the correct location.
- If no locations exist yet in Kaleidoscope, you may select "Create and match" to auto-create locations that match the names in the file
- You may also create new locations manually by typing into the dropdown field in the table.

Click Next to go to the preview step. Optionally preview the data that will be imported to confirm it looks correct.
Click Import if you are happy to proceed.