How to Bulk-Add Stock Units to an Item?
Already created an item and now need to load in dozens of individual units — each with its own serial number, vendor, or location? Instead of opening the Add Stock form once per unit, use Bulk Stock Upload to add them all from one Excel template. Rentablez generates a template tailored to that specific item, validates every row before anything is saved, and shows you exactly what will be imported.
When to Use This
Bulk Stock Upload is for items whose units are tracked individually — regular items where each unit has its own serial number, tag, and history. Use it when you receive a batch of new units for an item that already exists in your inventory.
This is different from Bulk Upload Assets, which creates many new items at once. Bulk Stock Upload adds many units to one existing item.
For quantity-based (bulk) items that don’t track units individually, you don’t add unit rows — you change the on-hand count with Inventory Adjustment instead. See How to Manage Bulk Assets?.
You need the Assets - Write permission (assets.write) to add stock. If you don’t see the Add Stocks button, ask your administrator for access.
Open the Bulk Stock Upload Modal
- Go to Assets → Inventory and open the item you want to add units to.
- On the item’s detail page, stay on the Items / Stocks tab.
- Click the Add Stocks button. (If the item has no units yet, the same button appears in the empty state.)
- Open the small dropdown arrow next to Add Stocks and choose Bulk Upload.
The plain Add Stocks button (without the dropdown) opens the single-unit form — use that when you only need to add one or two units. See How to Add Stock with Variants?.
Step 1 — Download the Template
The modal opens on the Download Template step. Click Download Template to generate a fresh Excel file built specifically for this item.
The template is not generic — it includes:
- Stock fields — asset tag, serial number, vendor, location, and more.
- Custom fields configured for this item’s category, each as its own column.
- Built-in validation — a row limit and dropdown lists so your entries stay clean.
Up to 25 units per upload. The template accepts a maximum of 25 rows at a time. If you have more units, split them across multiple uploads.
If you’ve already downloaded a template for this item during your session, the modal skips straight to the upload step. You can always click Download a fresh template to get a new copy.
Step 2 — Fill In and Upload
Open the downloaded file, enter one unit per row, and save it. Then back in the modal:
- Click the upload area, or drag your file onto it.
- Choose the filled-in file.
- Click Validate File.
A few things the uploader requires:
| Requirement | Detail |
|---|---|
| File type | .xlsx only — must be the template you downloaded from this menu |
| File size | Less than 5 MB |
| Rows | Up to 25 units per file |
Step 3 — Review Before Importing
Rentablez runs a validation pass (a “dry run”) and shows a Review screen — nothing is saved yet. At the top you’ll see three counts:
- Total Records — every row read from your file.
- Ready to Import — rows that passed validation.
- Skipped — rows that can’t be imported (for example, a duplicate asset tag or a missing required field).
Switch between the All, Ready, and Skipped tabs to inspect the rows. The Ready tab lists each unit’s row number, asset tag, serial, variant, vendor, location, and any custom-field values. The Skipped tab shows a reason for every row that will be left out.
Ready units are imported in batches of 25. The screen tells you how many units will import and across how many batches.
If the numbers look wrong, click Back, fix your file, and re-upload. When you’re happy, click Import — the button shows exactly how many records it will add (for example, Import 18 Records).
Step 4 — Import and Finish
Rentablez imports the units batch by batch and shows a progress bar. When it finishes, the Import Complete screen summarises the outcome:
- Imported — units successfully added.
- Skipped — rows left out during validation.
- Failed — rows that errored during the import itself.
If anything was skipped or failed, click Download Skipped Records to get an Excel file of just those rows, along with the reason for each. Fix them and upload again.
Click Done to close. Your new units appear immediately in the item’s Items / Stocks list, each with its own SKU, status, and history — ready to rent.
Quick Tips
- Keep the template columns intact. The uploader expects the exact template it generated for this item — don’t rename or remove columns.
- One item at a time. Each template is tied to the item you generated it from, including that item’s category custom fields.
- Duplicates are skipped, not overwritten. Rows whose asset tag already exists are reported on the Skipped tab so you never accidentally overwrite an existing unit.