Inventory Management¶

Loupe Factory tracks inventory at an operational level so teams can manage finished goods, materials, supplies, quality, storage location, and weight with one shared source of truth. This guide walks you through adding, editing, searching, and categorizing inventory items.

Manage All Inventory from the All Products in Inventory Page¶

The All Products in Inventory page gives your team one place to review, track, and manage inventory across products. You can open this page from Inventory -> All in the navigation bar on the left side of the screen.

This view is useful when you want to understand stock quickly without opening each product one by one. It helps teams see which products hold the most inventory, move between products faster, and take action from one central page.

Inventory visibility depends on role and location settings. Admins can see inventory across the workspace. On Professional, Business, and Enterprise, managers can use inventory from every location when Managers can use inventory from all locations is enabled in Organization Settings > Locations. Members can only see inventory and products from their assigned location.

How this page is organized¶

• On the left, you can see products grouped in tabs.
• These products are sorted from highest total weight to lowest total weight in descending order.
• The list includes products across all inventory types, including Materials and Supplies and Finished inventory.
• On the right, you can see all inventory items for the product tab that is currently selected.

What you can do from this page¶

1. Open the All Products in Inventory page from Inventory -> All.
2. Select a product from the left column to view all of its inventory items on the right.
3. Click View More Details to open a deeper view of that product and its inventory items.
4. If you are an admin, click Export CSV to export all inventory items for the selected product.
5. Click an inventory item Tag ID to quickly view the tag. Downloading or printing inventory item tags is available on the Professional, Business, and Enterprise plans.
6. Click View Details on a specific inventory item when you need a deeper view of that individual item.

Search and filter inventory faster¶

This page includes separate search bars for each side of the layout, so users can narrow results quickly.

• The search bar in the left column filters the product list.
• The search bar in the right column filters the selected product's inventory items table.
• In the inventory items table, you can search by attributes such as size, shape, color, inventory type, Tag ID, product name, weight, pieces, and location.

Add an Inventory Item¶

To create inventory manually:

1. Go to Inventory.
2. Click Add Inventory Item.

3. On Identification, choose the inventory type and then complete the relevant classification fields:

   • Finished Type when the item is a finished item
   • Materials & Supplies Type when the item belongs to materials or supplies
   • Product
   • Shape
   • Color

   

4. On Attributes, enter the item's size, quantity, weight, and weight unit.

   

5. On Storage & Review, review the summary and complete the operational details:

   • quality
   • auto-merge preference
   • location
   • rack / bin if rack tracking is enabled for your organization
   • created date
   • optional notes
   • optional image

   

   If Auto-merge with existing inventory is turned on, Loupe Factory checks for an existing matching inventory record and adds the new weight and quantity to that record instead of creating a separate duplicate. This is useful when the item should increase an existing stock position for the same product, type, quality, location, and other matching details.

6. If you are an admin, you can also add optional pricing information such as currency, price basis, primary unit price, and secondary unit price.

7. Accept the terms and privacy confirmation, then continue.

8. On the Done step, review the result and choose to add another inventory item, fix errors, or close the window.

   

What Auto-Merge Does¶

The auto-merge option helps keep inventory cleaner by combining matching inventory records instead of creating unnecessary duplicates.

This is especially useful when your team regularly receives or creates items that should accumulate into one stock position for the same product, type, quality, and storage profile.

Use auto-merge when a new receipt or inventory addition should increase an existing stock position. Leave it off when you want the new item to remain as a separate record, such as for batch-level traceability, separate quality review, or location-specific handling.

Bulk-Import Inventory Items Using AI¶

If you are an admin, you can also add inventory in bulk using a CSV or Excel file. Click Import using AI on the Inventory page and follow the template provided.

How the AI import flow works¶

1. Go to Inventory.
2. Click Import using AI.
3. Upload a CSV, XLS, or XLSX file up to 10 MB.
4. If your workbook has multiple sheets, choose the worksheet you want to use.

5. Review the AI-mapped preview table carefully before confirming anything.

   

6. Decide whether to turn on Auto-merge with existing inventory.

7. Double-click cells in the preview to correct values where needed.
8. Fix any flagged rows first, then click Confirm Import.

When Auto-merge with existing inventory is enabled during import, Loupe Factory merges imported rows into existing identical inventory records and accumulates the imported weight and quantity instead of creating extra duplicate rows. This is useful for repeat receipts or stock replenishment.

Leave the toggle off when each imported row should stay as its own inventory record.

File rules for AI import¶

• Maximum 2000 rows per sheet
• Minimum required columns:
• Product
• Weight
• Optional columns:
• Type (defaults to Finished if not provided)
• Finished Type when Type = Finished
• Quantity
• Weight Unit
• Quality
• Location
• Color
• Shape
• Size
• Notes

Import review tips¶

• Check product, type, and weight/unit first.
• Use the preview table to fix field mapping issues before import.
• Turn on auto-merge with existing inventory if imported stock should be added into matching existing inventory records instead of creating new duplicates.
• Start with a smaller file first when you want a quick validation pass.

Editing Inventory Items¶

To update an existing item:

1. Find the item using the search bar or by browsing the inventory list.
2. Click the item name to open its detail view.

3. Click Actions and then select Edit Item to open the edit wizard.

   

4. On Identification, update fields such as type, finished type or materials and supplies type, product, shape, and color as needed.

5. On Attributes, update the item's size, quantity, weight, and weight unit.
6. On Storage & Review, review the summary and update operational details such as quality, auto-merge, location, rack if enabled, created date, notes, and the item image.
7. If you are an admin, you can also update optional pricing information such as currency, price basis, primary unit price, and secondary unit price.
8. Accept the terms and privacy confirmation, then continue through the wizard.
9. On the Done step, review the result and close the window.

Edit Original Weight and Pieces¶

Admins can correct an inventory item's creation-time weight and pieces from the item details page. Use Edit Original Values when the starting values recorded at item creation need to be fixed for yield, consumption, or reporting calculations. Only users with the Admin role can change an inventory item's Original Weight or Original Quantity.

To edit original values:

1. Go to Inventory and open the item details page for the inventory item you want to correct.
2. Click Actions, then select Edit Original Values.
3. Update Original Weight, Original Quantity, or both.
4. Review the current on-hand values, then save your changes.

When Original Weight changes, Loupe Factory adjusts the current On-Hand Weight by that same difference. For example, if the original weight increases from 10.000 g to 12.000 g, the on-hand weight increases by 2.000 g as well. If the original weight is reduced, the on-hand weight is reduced by the same amount, but it will not go below zero.

The same rule applies to Original Quantity. If the original quantity is edited, Loupe Factory adjusts the current on-hand quantity by the same difference. If the quantity is reduced, the on-hand quantity is reduced by that difference, but it will not go below zero.

Loupe Factory only adjusts current on-hand values when both the previous original value and the new original value are present. If the original value was blank before editing, or if it is cleared during editing, Loupe Factory updates the original value only. The current on-hand weight or quantity does not change.

Upload or Replace an Inventory Item Image¶

If you only need to update an inventory item image, you can do that directly from the item details page.

1. Go to Inventory and open the details page for the inventory item whose image you want to update.

2. Click Actions, then select Update Image to open the image update form.

   

3. In the modal, upload an image in JPG, JPEG, PNG, or GIF format. The file size must be 5 MB or less. Images marked as locked will not be uploaded to the inventory item. Then click Save.

   

If you want Loupe Factory to create a cleaner, catalog-ready studio version of the inventory image, use the AI image editing options in the same workflow. See AI Inventory Image Editing.

Updating Pricing for Inventory-Linked Order Line Items¶

When selected inventory is already linked to order line items, admins can use the Edit Pricing modal to update pricing without re-entering the inventory context manually.

This modal is available only to users with the Admin role.

The modal is opened from the order line items table after one or more line items are selected. It is useful when you want to compare the selected inventory's stored pricing with the selling price you plan to apply to each line item.

To update pricing in the modal:

1. Open the relevant order and select one or more line items.
2. Launch Edit Pricing.
3. Review each selected line item card. The modal shows key item details such as the product, line number, ordered quantity, and, when available, the selected weight.
4. In Currency, choose the currency for that line item.
5. In Unit Selling Price, enter the selling price you want to apply.
6. In Price Basis, choose how the price should be interpreted, such as per piece or per weight unit.
7. If selected inventory is already attached to the line item, review the Selected Inventory section. It can show:
8. the inventory tag
9. the selected weight and quantity
10. stored cost and sell prices from the inventory record, when available
11. calculated Net Cost and Net Selling values based on the selected inventory and price basis
12. Repeat the review and pricing updates for each selected line item.
13. Click Save Changes.

Loupe Factory saves pricing changes for each selected line item individually. If no line items are selected, the modal prompts you to select items from the table before pricing can be edited.

Using AI to Retrieve HS Codes for an Inventory Item¶

If an inventory item does not already have an HS code, users with the Admin or Manager role can open the item details page and ask Loupe Factory AI for suggested base international 6-digit HS codes. This feature is not available on the Starter plan.

To retrieve and save an HS code:

1. Go to Inventory and open the relevant item.
2. On the item details page, find the HS Code field.
3. If the item does not already have an HS code, click Select HS Code using AI.
4. In the modal, review the HS Code (6 digits) field and the AI Suggestions area.
5. Wait while Loupe Factory researches suggestions. If needed, click Refresh to request a fresh set of suggestions.
6. Review the returned options. Each suggestion includes the 6-digit HS code, the chapter heading, a short chapter explanation, and a short explanation of why the code may fit the item.
7. Click Use this code on the best match, or type the 6-digit code manually.
8. Click Save HS code.

Searching Inventory¶

You can search for an inventory item at any time in Loupe Factory. This makes it easy to jump directly to the item you need without browsing through product lists first.

There are two simple ways to search:

1. Use the search field in the top navigation bar when you want to find an inventory item quickly from anywhere in the platform.
2. Open the Find Inventory Item modal by clicking Inventory -> Find Inventory Item in the left navigation menu.

In the Find Inventory Item modal, you can search in a few flexible ways:

• enter the inventory Tag ID
• paste the inventory item's URL
• start typing to search with fuzzy matching

After you find the item you need, click View Details to open that inventory item. If you want to review the full inventory list instead, click Browse all inventory.

How Loupe Factory Classifies Inventory¶

Loupe Factory does more than store a simple item name. Each inventory record can include multiple layers of operational meaning, such as:

• inventory type
• finished type
• materials and supplies type
• product
• shape
• size
• color
• quality
• storage location
• rack or bin

This structure helps global B2B manufacturers and wholesalers track stock more accurately across purchasing, production, warehousing, and fulfilment.

Recommended Data Hygiene¶

• Use consistent product naming across imports and manual entry.
• Record the correct weight unit so reporting stays reliable.
• Use location and rack fields consistently for faster stock lookup.
• Add notes only when they provide operational value for the next team.

Inventory Types¶

Loupe Factory classifies inventory through type catalogs in Admin Settings > Inventory Settings. Instead of relying on one general category list, the settings page separates classification into three areas:

• Inventory Types for the top-level inventory class
• Finished Inventory Types for finished-goods subtypes
• Materials & Supplies Inventory Types for raw materials, consumables, and supply subtypes

This structure helps teams keep inventory naming and classification consistent across purchasing, production, warehousing, and reporting.

Managing Inventory Types¶

Use Inventory Types to control the top-level type users choose when they create or edit an inventory item.

To add or update an inventory type:

1. Go to Admin Settings > Inventory Settings.
2. In the Inventory Types section, review the current list or use the search box to find an existing type.
3. Click Add inventory type.
4. Enter the Type name.
5. Add an optional Description.
6. Set Active based on whether the type should be available for new inventory records.
7. Click Save.
8. To update an existing type, use the row Actions menu and select Edit.
9. To control whether a type can still be selected, use the Active toggle in the list when available.

Managing Finished Inventory Types¶

Use Finished Inventory Types to define the subtype choices available when an item's top-level inventory type is Finished.

To add or update a finished inventory type:

1. Go to Admin Settings > Inventory Settings.
2. Scroll to Finished Inventory Types.
3. Review the existing list or use search to find a specific record.
4. Click Add finished inventory type.
5. Enter the Type name.
6. Add an optional Description.
7. Set Active based on whether the subtype should remain available for new finished inventory records.
8. Click Save.
9. To update or remove an existing finished inventory type, use the row Actions menu.

Finished inventory types help teams standardize how completed goods are classified, which keeps reporting and downstream workflows easier to manage.

Managing Materials & Supplies Inventory Types¶

Use Materials & Supplies Inventory Types to define the subtype choices available when an item's top-level inventory type is Materials & Supplies.

To add or update a materials and supplies inventory type:

1. Go to Admin Settings > Inventory Settings.
2. Scroll to Materials & Supplies Inventory Types.
3. Review the existing list. You can use the search box or the Category filter to narrow the table.
4. Click Add materials & supplies type.
5. Enter the Type name.
6. Enter a Category if you want to group similar records together inside the catalog.
7. Add an optional Description.
8. Set Active based on whether the subtype should remain available for new records.
9. Click Save.

10. To update or remove an existing materials and supplies inventory type, use the row Actions menu.

    

Next Steps¶

• Production Tracking: Issue inventory into production jobs and receive completed output back into stock.
• Order Management: Connect inventory availability with sales and purchase order workflows.
• Customer & Supplier Management: Keep the business contacts behind your stock movements organized.