How to import a stock spreadsheet without creating duplicate units

A spreadsheet row usually logs a purchase, a listing, or a combined sales record. In contrast, multi-platform inventory software treats one physical pair as an owned unit that links to several marketplace listings. If you listed one pair on StockX, Alias, and POIZON, your spreadsheet might show three rows for that single shoebox. Importing all three rows creates three separate inventory units in your system.

When software sees three units, it assumes you have three physical pairs on your shelf. Repricing tools or cross-listing features will then publish those units across marketplaces. A buyer could purchase a pair you do not actually own. To keep your operation safe, you must reconcile confirmed unfulfilled sales against owned units before you touch any import tool.

Read our guide on reconciling physical shelves with open sales to understand how physical pairs differ from marketplace asks. You cannot rely on marketplace listing counts to determine what you own.

Open your file in Google Sheets or Microsoft Excel. Your input is your raw stock sheet, and your check is ensuring every row represents exactly one unsold, physical box in your storage area. Delete any row representing an already delivered order, a cancelled sale, or an unfulfilled sale currently awaiting shipment.

Standardise your data across five mandatory columns: Style Code, Size, Purchase Price, Currency, and Condition. For sneakers, write the style code exactly as printed on the box label, such as DZ5485-612. Do not combine multiple sizes into one row or use text ranges like "8-10". Split grouped quantities so that each row represents a quantity of 1.

Remove external marketplace listing IDs or ask prices from your import file. Listings belong to marketplace controllers, not the core inventory ledger. If your sheet contains consigned items, label their purchase cost as zero or tag them in a separate notes column so you do not mix owned capital with third-party pairs.

1. Test with a five-row batch: Export five representative rows from your cleaned sheet into a plain CSV file. In RestocksAIO, open the CSV import interface and run the file. Review your physical inventory table to confirm that exactly five new units appeared, with correct sizes, currencies, and style codes.
2. Import the remaining inventory in chunks: Import the rest of your file in batches of 100 to 200 rows. After each batch finishes, check your total unit count in the software against the row count of your source sheet. If the numbers do not match, stop and identify the duplicate style codes before importing the next chunk.
3. Link live marketplace listings to new units: Once all physical units exist in software, run the listing controller sync. Match your live asks on StockX, Alias, and POIZON to their corresponding owned units. Sibling listings will now connect to one physical unit, allowing automated tools to delist matching offers when a pair sells.

Never instruct staff to take down valid listings simply because you have more active asks than boxes. One physical pair can safely carry simultaneous asks across multiple platforms if your sync software links them to a single unit record.

Automation handles catalog matching, price currency conversions, and automated delisting when an item sells. When RestocksAIO detects a sale, it deletes sibling listings on other platforms to prevent an oversell. However, automation cannot guess whether a row in an old spreadsheet was already packaged and handed to a courier yesterday.

You must manually verify physical shelf status for any item flagged with an open or pending status during migration. Match your supplier receipts to high-value pairs before confirming the unit cost. Furthermore, remember an important operational rule: completing a payout, generating an invoice, or printing a shipping label never makes a sold unit available again.

You can restore a unit's inventory availability only after a buyer return is physically received, unpacked, and checked for wear or box damage. If a buyer cancels before dispatch, verify that the order was formally closed in the marketplace dashboard before returning the unit to your active stock count.