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Initial stock and inventory counts

Learn how to perform bulk inventory counts and enter beginning stock balances in Paragon using the Excel export and import tool.

Table of contents

When you need to enter a beginning balance or perform a periodic inventory count, adjusting products individually is inefficient. Paragon allows you to update your entire stock in bulk using an Excel export and import process.

Important: Always perform bulk stock adjustments in consultation with your Paragon consultant. Incorrect imports can easily overwrite critical data that should be preserved.

Preparing for an inventory count

If you are adjusting stock for a new fiscal year, ensure the adjustment is dated January 1st, before any new receipts or shipments are processed.

To use the workflow below, at least one item must already have been processed through the inventory module to establish the data structure.

Exporting current stock

Navigate to settings > reports and data > export and select inventory.

  • Include inactive items: Check this if you want to export deactivated products as well.

  • Inventory count (location lock): To ensure accuracy during a count, you should first lock the specific warehouse location in the location module. When exporting, check the inventory count option so the system only exports items found in those locked locations.

Click the export button and save the generated file as an Excel document.

Editing the data in Excel

Open your file in Excel. You will see several key columns that must remain unchanged in name and format:

Field Description
itemID The product code.
locationID The warehouse location. An item may appear on multiple rows if it is stored in different locations.
quantity The current stock level in Paragon. Replace this with your actual counted physical stock.
unit inventory value Optional. Enter a fixed transfer price or purchase price here if needed.
reason Enter the reason for the adjustment (e.g., Damaged, Theft, Return to Vendor). The text must exactly match the reason codes in Paragon.

Example: If Paragon shows 12 units but you count 10, enter 10 in the quantity column. Upon import, Paragon calculates the discrepancy and creates an adjustment of -2.

Importing your final counts

Once your file is saved (ensure it is under 1MB), go to settings > reports and data > import and select inventory.

  1. Import purpose: Select other for standard adjustments. Select full physical count only if you have locked the warehouse locations being updated.

  2. Create: Choose whether to generate one journal entry per line or a single journal entry for the entire file.

  3. Upload: Select your file and click submit.

Once the process reaches done, you can verify the changes in the history tab of the inventory module. If you provided a reason, the corresponding entry will be available in the journal entry module.

Note: If you locked locations for the count, remember to unlock them in the location module after the import is complete.