When to Use the New Stock Import
Use this workflow when:
The product has never received stock in Digitail
You need to load your clinic’s initial stock quantities
You want to record batch numbers, batch containers and expiration dates before go-live
You are stocking brand-new products for the first time
Before You Begin
Make sure:
All products are already added to Digitail (via the UI or the Product Import)
Your user role includes permission to access to "Update Stock"
You have someone comfortable with CSV/Excel formatting and inventory calculations handling the upload
Expiration dates follow a DD-MM-YYYY format. The exact display may vary depending on your clinic settings and geographic location.
What’s Included in the New Stock Template
The template includes only the fields required to enter stock for the first time:
Product Name
SKU/Barcode
Formula
Stock of Units
Stock of Subunits (optional; used when the product includes subunits like mL or tablets)
Batch Number
Expiration Date
Tip: You can enter multiple batches for the same product by adding new rows. Overview of how to add multiple batches shown below.
Check out "How to Import New Stock via CSV' through our interactive demo below 👇
How to Import New Stock
1. Download the New Stock Template
Go to Admin → Import Workbook → Update Stock
Click Download Current Stock Levels
Select Include only active products that do not have stock from the filter
The file will download as .xlsx but can be converted to CSV or opened in Google Sheets
All products eligible for first-time stock entry will appear in the file.
2. Enter Your Stock Quantities
⚠️ Note: Product Name, Barcode/SKU, Measurement Unit, Measurement Subunit, and Formula are reference-only fields.
Updating these columns will not apply changes during upload. Any edits made within these fields will be ignored by the system.
Open the template and fill in:
Stock Units Main unit of the product on hand
Stock Subunits The second unit of the product, for example an open bottle containing 50 of 100 tablets
Batch Number(s)
Expiration Date(s) in DD-MM-YYYY format
This example shows an Excel stock count template where Carprofen 25 mg and 100 mg are each entered as 1 bottle, which equals 100 tablets per product, while Carprofen 50 mg and 75 mg are entered as 1 bottle plus 50 tablets, resulting in a total of 150 tablets in stock.
Adding Multiple Batches
To enter multiple batches for the same product:
Scroll to a blank row
Enter the product name and allow the other product fields to auto-populate
Add the quantity, batch number, and expiration date
3. Save the Completed File
Add your custom identifier at the front of the file name ✔️
Do not delete, reorder, shorten, or edit the system-generated template name ❌
Tip: When saving your Stock Update CSV templates (e.g., Digitail_Import_UpdateStock_By_Product_Level_Without_Stock_2025-12-10_23-19-03), do not rename or modify the system-generated file name.
Instead, add your custom label before the existing file name — for example:
ClinicA_Digitail_Import_UpdateStock_By_Product_Level_2025-12-10_23-20-32.
This ensures Digitail can correctly recognize which template type you are uploading (Product Level, Product Level Without Stock, or Batch Level) and prevents upload errors.
4. Upload the Completed File
Return to Admin → Import Workbook → Update Stock
Upload your completed file
Digitail will:
Validate each line
Skip any rows with errors or products that have 0 in Stock Units / Subunits
Process all valid rows
You will receive an error file containing only the rows that need corrections.
After fixing any issues, upload the corrected file again.
⚠️ Common Error: COGS vs. Sell Price
Your Cost of Goods Sold (COGS) must always be less than or equal to the Sell Price.
If COGS is higher than the sell price, the product cannot be saved or uploaded and will trigger an error.
Tip: Always double-check pricing before uploading to ensure accurate margins and avoid validation failures.
5. Review Imported Stock
Once the import is complete:
Go to Products → View Purchase Order by number (ie: #1065)
Review the quantities, batches, and expiration dates to confirm accuracy
Make any last minute adjustments if needed
Select "Save" to verify details
Imported batches will automatically flow into:
Dispensing workflows
Expiration and batch-tracking reports
Tips for Successful Imports
Do not delete or rearrange columns in the template
Do not rename or modify the system-generated template file name. To stay organized, add your clinic or internal label before the existing name (e.g.,
Import_UpdateStock_By_Product_Level_Without_StockorDigitail_Import_UpdateStock_By_Product_Level_2025-12-10_23-20-32) to help prevent upload errors.Ensure expiration dates align with the format in your downloaded document. Depending on your Excel settings, you may need to update the date format to ensure accuracy before uploading.
Batch numbers can include letters and numbers
For products that have ever had stock, use a Stock Adjustment instead
This feature is in beta—if you’d like to try the New Stock Adjustment Import, let us know and we’ll enable it for your clinic.
Related Articles
I can add these once we confirm cross-links:
Frequently Asked Questions
What if I need to adjust stock that I already updated through the New Stock Import?
You’ll need to use the Stock Adjustment import instead.
Can I add multiple batches for the same product?
Yes. To do this, add a new row for each batch. Search for the product in the Product Name column, select it from the dropdown, then enter the batch-specific quantity and expiration date for each row.
Do I need to enter both units and subunits?
No. Only fill in the fields that apply to how the product is packaged and sold.
If your clinic receives and sells in the same measurement (ex. tablet → tablet), you may only need subunits.
If you receive stock in larger containers (ex. bottle) but dispense individually (ex. tablet), you may use both.
This feature is in beta—if you’d like to try the New Stock Adjustment Import, let us know and we’ll enable it for your clinic.