Adjust stock levels in bulk (Stock Count)
Use Stock Count when you need to update multiple products at once, for example during inventory audits.
Before you start
You need Inventory permissions
It’s helpful to understand how batches work, especially if you track expiration dates or want accurate COGS (Cost of Goods Sold)
Tracking and adjusting inventory by batch improves traceability and reporting accuracy.
The Stock Count feature allows you to update quantities for multiple products at once using a spreadsheet.
How bulk stock adjustment works
Select Download Current Stock Levels.
Select the filters by Category, AAHA code, or both.
Select the stock level method:
By Product or
By Batch (explained below).
Unselect Include stock below 0 if you want to hide products that are out of stock.
Upload the file to Google Sheets (or open it in Excel).
Update the on-hand quantities in the Actual Column (s) for each product.
Setting the quantity to 0 will remove all stock for that product.
Fill in a reason for the difference.
If the reason is left empty, Digitail will automatically add: “ Stock Adjustment"
Download the file as .xlsx.
Upload it back into Digitail to apply the changes.
Important notes about stock adjustments
Products with stock history cannot be deleted. They can be disabled instead to preserve historical records.
You can update both units and subunits
You can adjust stock plus or minus values. Digitail automatically calculates the difference between physical stock and system stock.
All Adjustments are recorded in the Stock Movement Report, under the Adjustment column.
Check out "How to Update Existing Stock via CSV' through our interactive demo below 👇
1.) Select Stock Level Method: By Product vs By Batch
Use this section as a reference when choosing how to export your stock count file.
By Batch Level (Recommended)
If you choose By Batch, the export becomes more detailed.
Products may appear multiple times, once for each batch that currently has stock, plus the most recent batch with zero quantity.
Batch numbers and expiration dates are visible - but are only for reference
Quantities reflect each individual batch, not the total per product.
This option is especially useful for controlled substances, vaccines, or products that require tighter tracking on COGs.
By Product Level
If you choose By Product, each product appears only once in the workbook.
The quantity shown is the total across all batches.
Batch numbers and expiration dates are hidden to keep the list simple.
This option is ideal for high-level stock counts.
Any adjustments you make will be allocated automatically:
Positive adjustments are added to the most recent batch.
Negative adjustments are deducted from the oldest batch that still has available quantity.
2.) Adjust quantity in Actual stock of Units or Actual Stock of Subunits column
Important notes about stock adjustments
Only actual columns and reason can be modified, all other columns are used as a reference.
You can adjust both units and subunits
All adjustments are recorded in the Stock Movement Report, under the Adjustment column
Example of adjusting "Actual" Units & Subunits column
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 Import template, do not rename or modify the system-generated file name.
Example system file names:
Digitail_Import_UpdateStock_By_Product_Level_Without_Stock_2026-01-13_12-50-47Digitail_Import_UpdateStock_By_Product_Level_2026-01-13_12-50-12Digitail_Import_UpdateStock_By_Batch_Level_2026-01-13_12-51-19
✅ If you need to add a custom label, place it before the original file name only. For example:
ClinicA_Digitail_Import_UpdateStock_By_Batch_Level_2026-01-13_12-51-19
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
5. Review Imported Stock
Once the import is complete:
Go to Products → View Imported Stock
Review the quantities, batches, and expiration dates to confirm accuracy
Make any last minute adjustments if needed
Select "Save" to verify details
To review your changes in bulk
1.) Go to Reports → Inventory Reports → Products
2.) Use filters, such as the staff member who performed the adjustment, to review updated products.
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.
For products that have never had stock, use a New Stock Import instead
This feature is in beta—if you’d like to try the Stock Adjustment Import, let us know and we’ll enable it for your clinic!