Use the Virtual Stock Importer to set daily quantity limits for many products at once. If you prepare fresh items each day and want them to show "sold out" when they run out, set those limits here in bulk.

When to use this: When you need to update virtual stock allocation for multiple products across outlets using a spreadsheet.

Prerequisites

• User must have appropriate role permissions (see Access & Permissions above)

Virtual Stock Import

📝 General Description

Virtual stock allows a product's stock level to be automatically calculated from its component items, rather than tracked independently. This is useful for gift sets, bundles, combo meals, and any product that is assembled from individually-stocked components. This importer lets you set up these relationships in bulk.

11.8.1 Import Workflow

Step 1: Export Template → Download blank template with column headers
Step 2: Fill Data     → Enter parent product codes and component mappings
Step 3: Import        → Upload the completed file
Step 4: Review        → Check import history for success/error status

UI Elements

11.8.2 Template Columns

Example Template Data

11.8.3 How Virtual Stock Calculation Works

The parent product's available stock is calculated as the minimum of (Component Stock ÷ Quantity) across all components:

GIFTSET-001 components:
   PERFUME-A: 50 in stock ÷ 1 = 50 possible
   LOTION-B:  30 in stock ÷ 1 = 30 possible
   SOAP-C:    80 in stock ÷ 2 = 40 possible

Virtual stock of GIFTSET-001 = MIN(50, 30, 40) = 30 sets available

[!NOTE] The virtual stock level automatically updates whenever any component's stock level changes (via stock-in, stock-out, sale, or transfer). No manual recalculation is needed.

11.8.4 Import Validation

Import History Grid

11.8.5 Virtual Stock vs. Bundle vs. Material (BOM)

💡 Example

Scenario: A cosmetics retailer sells a "Holiday Gift Box" that contains 1 perfume, 1 body lotion, and 2 soaps — all products that are also sold individually. The gift box doesn't have its own inventory; it's assembled on demand from existing stock.

Setup:

1. Create the parent product "GIFTBOX-HOLIDAY" in Product Setup (no initial stock needed).
2. Navigate to Virtual Stock Importer → Click Export Template.

3. Fill in:

4. Save and click Import.

5. The system now calculates: if there are 50 perfumes, 30 lotions, and 80 soaps → Gift Box stock = 30 (limited by lotion). 6. Selling one Gift Box at POS deducts: 1 perfume + 1 lotion + 2 soaps.

[!TIP] Use Virtual Stock alongside the Virtual Stock Setup page (Section 2.12) for individual item configuration. The importer is ideal for bulk setup (50+ virtual products), while the setup page is better for configuring one or two products at a time.

[!WARNING] Virtual stock products should not have their own stock-in operations. Since their stock is calculated from components, doing a stock-in on the virtual product itself will create a discrepancy between the calculated virtual stock and the actual stock-in records.

Access & Permissions

[!NOTE] Exact permissions depend on the Privileges Setup configured for each role. Contact your administrator if you cannot access this page.

Expected Result: Changes are saved successfully and reflected across the system after the next POS sync.

How to Import Virtual Stock Balances

1. Navigate to Data Importer & Exporter > Outlet Virtual Stock Importer from the sidebar menu.
2. Click Download Template to get the Excel template.
3. Fill in the data: Item Number, Outlet Code, and Virtual Stock Quantity.
4. Save the completed file.
5. Click Choose File and select your completed template.
6. Click Import to upload.
7. Review the validation results — ensure all Item Numbers and Outlet Codes are valid.
8. Click Confirm Import to finalize.

Expected Result: Virtual stock balances are updated for the specified outlets. Changes sync to POS on the next data refresh.

FAQ

Q: What file format should I use for import? A: Use .xlsx (Excel) format. Download the blank template from the importer page to ensure correct column structure.

Q: Can I undo an import? A: No. Imports cannot be automatically reversed. You would need to manually correct or delete the imported records.

Q: Why does my import show validation errors? A: Check the error details for each row. Common issues include: missing required fields, duplicate codes, invalid date formats, or referencing categories/departments that don't exist yet.

Troubleshooting

Related Menus

• Product Setup > Product List — imported product destination
• Membership Setup > Membership List — imported member destination
• Master Data > Supplier Setup — supplier data reference

Open Questions / Confirmation Needed

[!NOTE] The following items may vary depending on your system version and configuration:

• Exact permission settings depend on your Privileges Setup configuration
• Sync timing to POS terminals depends on network conditions and sync schedule
• Some features may require additional licensing or module activation
• Field behavior may differ between EQuip versions

If you encounter behavior not described in this manual, contact your system administrator or EQuip support team.

Field Reference

[!NOTE] Additional fields specific to this page are documented in the sections above. The table above shows common fields present across most pages.