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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.

Loupe Factory All Products in Inventory page showing the product list on the left and the selected product's inventory items on the right.

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 download the rows currently shown for the selected product, including any active search or filters.
  5. If you need a complete workspace export, click Export All CSV in the page header.
  6. 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.
  7. Click View Details on a specific inventory item when you need a deeper view of that individual item. See Inventory Item Details for traceability, production, pricing, order, shipment, and AI-assisted item context.

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.
  • Search standard details such as size, shape, color, inventory type, Tag ID, product name, weight, pieces, and location.
  • Search also checks filled item attribute values, such as Unheated, GIA, or 18K, even when the attribute columns are closed.

Tip

Use this page when you want a fast operational view of inventory across products. It is especially helpful for stock review, daily tracking, quick exports, and moving from product-level review to item-level detail without leaving the same workspace.

Exporting Inventory to CSV

Workspace admins can download inventory records as a CSV spreadsheet for offline review, reconciliation, or analysis. Use Export CSV when you want the list you are currently reviewing. Use Export All CSV when you need a complete snapshot of inventory across the workspace.

Both export options require a one-time code sent to your admin email address. This extra check helps prevent pricing and stock data from leaving Loupe Factory through an unattended signed-in session.

Export CSV vs. Export All CSV

Behavior Export CSV Export All CSV
What it exports The rows currently loaded in the list, in the order shown. Choose View all first when you need full coverage of the filtered list. Every inventory record in your workspace, ordered newest first.
Affected by filters or search Yes. The CSV reflects the active tab, filters, and search. No. The CSV ignores the active tab, filters, and search.
Where to find it All Inventory, Finished Inventory, each inventory tab on a Product Details page, and Materials & Supplies with the column exception described below. The All Inventory page header.
Row limit Up to 5,000 rows per export. No selection limit.
Who can use it Admins only. Admins only.

Screenshot space

Inventory export controls

Add a screenshot showing Export CSV beside the current inventory list and Export All CSV in the All Inventory page header.

What is included in the CSV

Each row mirrors the inventory table and includes the details your team needs to identify, count, value, and locate an item.

Column group Columns included
Identity and classification Tag ID, Product Label/SKU, Product Type, Inventory Type, Color, Shape, and Size
Quantity and weight On-hand Quantity, Original Quantity, On-hand Weight, Original Weight, and Weight Change
Pricing Cost Price, Sell Price, and Estimated Unit Cost
Storage and status Location, Rack, Quality, and Last Updated
Workspace-specific details Industry Attributes, such as wattage or glass type for lighting fixtures
Additional export fields Storefront Description, an item details page link, and Image URL

The Product Type column contains the item's catalog product name and is left blank when no catalog product is set. The Storefront Description column contains your shopper-facing product copy, exported as plain text. See Storefront Descriptions for how that copy is written. The item details page link provides a direct link to the item's details page in Loupe Factory. The Storefront Description and item details page link columns do not appear in the on-screen inventory table.

The Image URL column provides a direct CDN link to the item's uploaded photo.

Loupe Factory makes every cell Excel-safe. If your data resembles a spreadsheet formula, it cannot run as a formula when someone opens the CSV.

Materials & Supplies exports

Export CSV on the Materials & Supplies page downloads the visible table columns as shown on screen. It does not include the Storefront Description column.

Verify and download an export

  1. Click Export CSV or Export All CSV. A verification dialog opens on the same page, and you remain signed in.
  2. Check your admin email for a one-time six-digit code. The code expires after ten minutes.
  3. Enter the code in the dialog. The CSV downloads immediately to your browser. The code approves that export only and cannot be reused.

Screenshot space

Email verification dialog

Add a screenshot showing the six-digit verification code field, the ten-minute expiration message, and the action that confirms the export.

Security receipt after an export

After every export, Loupe Factory emails a security receipt to the admin who exported the file and the workspace's billing contact. The receipt identifies the export type, record count, exporting admin, and export time.

The CSV and its inventory data are never attached to the email. The file downloads only to the admin's browser, while the receipt provides a record that the export occurred.

Add an Inventory Item

To create inventory manually:

  1. Go to Inventory > All Products.
  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, picked from your workspace's color list. See Item Colors.

    Add new inventory item dialog on the Identification step, showing type, finished type, product, shape, and color fields.

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

    Add new inventory item dialog on the Attributes step, showing size, quantity, and total weight fields.

  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

    Add new inventory item dialog on the Storage and Review step, showing the item summary, quality, auto-merge, location, and created date fields.

    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.

    Add new inventory item dialog on the Done step, confirming the inventory item was created successfully and showing the generated inventory tag.

The wizard also shows item attribute rows, which are the key and value pairs your industry uses for spec-sheet and lot details. See Item Attributes below.

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.

To do this in bulk from a spreadsheet, see Update Existing Items from an Exported CSV.

Item Colors

Every workspace has one list of colors and finishes, and items pick from it. Color used to be a box you typed into, so Rose Gold, Rosegold, and RG could end up as three different colors on three different items. With one list, the color you pick is the color everyone else sees, searches, and filters by.

Your list starts with your industry's presets, for example 69 colors for gemstones and 32 for jewelry. Admins add, edit, switch off, and remove colors in Product Settings. Switching a color off or removing it never changes the items already recorded with it. See Default Colors by Industry for the list behind each industry.

Pick a color instead of typing one

On the add and edit item forms in All Inventory, Finished Inventory, and Materials & Supplies, the Color field opens the list. Each color shows a dot in its shade beside its name, and a catalog code when the color has one, such as Matte Black (MK). Start typing to narrow the list, then pick the match.

Admins can also type a color that is not on the list. Loupe Factory saves it on that item only, so it does not appear in the picker for anyone else. To make a color available to the whole team, add it in Admin Settings > Product Settings > Colors.

See the color at a glance

The same dot appears in the inventory table, on the item details page, and on the item rows of an order. Colors with no single hue, such as Bi-Color or Two-Tone, show as a labeled badge without a dot.

Item Attributes

Some important details do not fit a standard field. A certificate number, batch code, wattage rating, or vehicle year range can determine whether an item is ready to sell, ship, or install. Each business records a different set of these details.

Item attributes hold those details on the inventory item as key and value pairs. The key is the label, such as Certificate No. The value is what that specific item carries, such as GIA 1234567890.

Attributes sit alongside standard fields such as type, product, shape, size, color, weight, quality, and location instead of replacing them. Use a standard field whenever one exists, because search, filters, and production screens work from those fields.

Your industry's default attribute keys

Every inventory item starts with the default attribute keys for your organization's Industry, added as empty rows that are ready to fill in. Your team does not have to remember which spec details an item needs, and two people recording the same detail will not end up with two different labels for it. The table lists the keys in the order Loupe Factory displays them. Select an industry to review what each key records, including expected formats and examples.

Industry Default attribute keys
Auto Parts OEM Part No, Brand, Vehicle Make, Vehicle Model, Year Range, Fitment Position
Cosmetics Batch No, Mfg Date, Expiry Date, Net Content, Ingredients, Skin Type
Furniture Dimensions, Material, Upholstery, Wood Finish, Weight Capacity, Assembly Required
Gemstones Certificate No, Lab, Origin, Treatment, Clarity, Creation Method
Jewelry No of Stones, Metal Purity, Net Metal Weight, Stone Weight, Gemstone Type, Hallmark No
Lighting Fixtures Wattage, Voltage, Bulb Base, No of Lights, Light Temperature, Glass Type

Your industry is set in Organization Settings. See Industry Starting Points for the product, inventory, and production defaults that come with the same selection.

View and search attribute values in inventory tables

Filled attribute values appear on the related Inventory Item Details page. When you need to compare several items at once, you can also show them as columns in these inventory tables:

  • Inventory > All
  • Inventory > Finished
  • inventory tables on related product details pages

At the far right of the table header, the Show attributes button has a columns icon. Its count, such as +6, shows how many industry attribute columns are available. Click it once to display the columns.

Light mode inventory table with attribute columns hidden and the Show attributes button highlighted. Dark mode inventory table with attribute columns hidden and the Show attributes button at the far right.

When the columns are open, the table adds the six attribute keys for your industry. Filled values for one item also appear on its details page. Click Show attributes again to close the columns and return to the compact table.

Light mode inventory table showing the six expanded Lighting Fixtures attribute columns and their values. Dark mode inventory table showing the six expanded Lighting Fixtures attribute columns and their values.

  • Find specific items faster. The search box checks attribute values whether the columns are open or closed. For example, search Unheated, GIA, or 18K to surface matching items.
  • Keep your preferred view. Loupe Factory remembers whether the columns are open across product tabs and when you return on a later visit.
  • Available to every role. Everyone who can view the table sees the same attribute columns. No setting, setup step, or plan upgrade is required.

How attributes behave

  • Every item gets the default keys, however it was created. That includes the add item wizard, AI import, production receipt, rejection and scrap, order returns, purchase receipt, and the Shopify and QuickBooks syncs. An item created by a night-shift production entry carries the same attribute rows as one added by hand.
  • Values you enter are never overwritten. Defaults only fill gaps.
  • Capitalization does not create duplicates. If an item already carries wattage, that row is kept as it is. You will not end up with a separate Wattage row holding half the answer.
  • You can add any other key you need. Defaults are a starting vocabulary, not a limit.
  • Empty attributes are hidden on the item details page. Unfilled defaults never read as clutter to the next person who opens the item.
  • A default key cannot be permanently deleted from an item. Deleting the row clears the value, and the key comes back as an empty row the next time someone saves the item. To leave a default blank, clear its value.
  • Changing your industry adds keys and never removes them. Items keep the attributes they already carry and pick up the new industry's keys the next time someone saves them.

Tip

Settle on attribute names before your team fills thousands of rows. Renaming a key later leaves the old label on items that already carry it, so the same detail ends up split across two labels in exports and reports.

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 Add Product to Inventory on the Inventory page, choose Import Spreadsheets with AI, and follow the template provided.

Loupe Factory Import using AI dialog showing the template download link, file upload area, and import setup options.

How the AI import flow works

  1. Go to Inventory > All Products.
  2. Click Add Product to Inventory, then choose Import Spreadsheets with 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.

    Loupe Factory AI import preview table showing parsed inventory rows, mapped columns, and editable cells before confirmation.

  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. To top up records you already have from a Loupe Factory export, see Update Existing Items from an Exported CSV.

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

Any other column in your file is kept as an item attribute on the imported rows, so a spreadsheet full of certificate numbers, batch codes, or fitment notes does not lose that detail on the way in. Review those columns in the preview table before you confirm the import.

The import matches the Color column to your workspace's color list. It fixes spelling and capitalization to match the list and expands catalog codes to their names, so MK becomes Matte Black. It picks a closest match only when the match is clear. A color it does not recognize is kept exactly as written, so a spreadsheet never loses a color on the way in. When a cell holds several colors separated by commas, each one is matched on its own.

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.
  • If your spreadsheet uses colors that are not on your list yet, ask an admin to add them in Admin Settings > Product Settings > Colors before you import, so the rows land on the list's names instead of the spreadsheet's spellings.

Update Existing Items from an Exported CSV

When stock arrives against records you already have, you do not have to open each item. Export what is in Loupe Factory today, edit the file offline, then re-import it with Auto-merge with existing inventory turned on. Every row that matches an existing record adds its weight and quantity to that record instead of creating a duplicate.

The round trip is a bulk top-up, not a bulk find-and-replace. A merged row adds stock and fills gaps. It never overwrites a value the record already carries.

Column What a merge does to it
Quantity and Total Weight Added to the figures already on the record. These are the only values that always change.
Product Label/SKU, Storefront Description, and the item photo Filled only when the record's own field is empty. A label, description, or photo already recorded is kept, even when the spreadsheet holds something different.
Your own extra columns Fill item attribute keys that have no value yet, and add keys the record does not carry. A key that already holds a value, such as Origin = Burma, is never overwritten.
Currency, Price Basis, Cost Price, and Sell Price Discarded. Pricing stays exactly as it is on the existing record.
Notes Not copied. Loupe Factory appends its own CSV/XLS Inventory Import (merged) entry instead, recording the weight and quantity that were added.

Any cost components on the record are rescaled to the new weight and quantity, so a merged receipt does not leave its costing behind. The unit prices themselves still do not move.

A row that matches nothing is treated as a new item, and then the whole spreadsheet lands, including notes and pricing. To correct a price, label, or photo that is already recorded, edit the item instead. See Editing Inventory Items and Upload or Replace an Inventory Item Image.

How the round trip works

  1. Open the All Products in Inventory page and click Export All CSV in the page header. Only admins see this button, and a six-digit code emailed to you releases the download. See Exporting Inventory to CSV.

    Loupe Factory All Products in Inventory page header showing the Add Product to Inventory button beside the Export All CSV button.

  2. In the exported file, put the amount you are adding in On-hand Quantity and On-hand Weight. Auto-merge adds those figures to what the record already holds, so re-uploading the exported on-hand values doubles the stock. Enter 0 in both when a row should fill a blank without moving stock.

  3. Leave the columns the match is keyed on exactly as they were exported: Product Type, Inventory Type, Finished Type, Materials & Supplies Type, Quality, Color, Shape, Size, Weight Unit, Location, and Rack. Change one of them and the row stops matching, so it creates a new record rather than updating the old one.

  4. Delete the export-only columns, which the import form has no field for: Tag ID, Original Quantity, Original Weight, Weight Change, Estimated Unit Cost, Last Updated, and the item details page link. Left in the file, they arrive on every row as item attributes. Keep Storefront Description and Image URL, which both map to real fields, along with any column of your own that should land as an attribute.

  5. Back on the inventory page, click Add Product to Inventory, then choose Import Spreadsheets with AI and upload the edited file.

    Loupe Factory Add Product to Inventory menu open, showing the Add Product Manually and Import Spreadsheets with AI options.

  6. In the preview, turn on Auto-merge with existing inventory before you do anything else. Check that your columns mapped to QUANTITY and TOTAL WEIGHT, then work through the ready and needs-fixes counts above the table.

    Loupe Factory Import Inventory using AI preview showing the Auto-merge with existing inventory toggle above the parsed rows, the ready and needs-fixes counts, and the Confirm Import button.

  7. Click a row's Image cell to attach a photo to that row. Upload a JPG, PNG, GIF, or WEBP of up to 5 MB, and Loupe Factory resizes anything larger. On a merged row the photo lands only when the record has no photo yet, so use More Actions > Update Image on the item to replace one. A photo Loupe Factory cannot read is skipped, and the rest of the row still imports.

    Loupe Factory Attach item image modal for one import row, showing the label and product chips, the upload area, the accepted file formats, and the Save image button.

  8. Fix the flagged rows, then click Confirm Import.

Enter what you are adding, not the new total

Auto-merge accumulates. A row carrying the on-hand figures straight from the export doubles the stock on the record it matches. Enter the amount that arrived, or 0 when the row should not move stock at all.

A row that matches nothing becomes a new item

The match needs every keyed column to line up. If the toggle is off, or one of those values was edited in the spreadsheet, the row creates a brand-new inventory record instead of updating the old one, and a row you zeroed creates a record holding no stock. Read the preview before you confirm.

Delete All Inventory Items

A test import or a bad spreadsheet load can leave your inventory full of rows nobody wants. Instead of removing them one at a time, an admin can clear every inventory item in one step from Admin Settings > Inventory Settings, in the Reset section under Inventory Records. The card shows how many items you have on hand, and the button is disabled when your inventory is already empty.

Light mode Inventory Records card in Inventory Settings showing the Delete all inventory items description, the warning that it cannot be undone, the Delete all inventory items button, and the count of items on hand. Dark mode Inventory Records card in Inventory Settings showing the Delete all inventory items description, the warning that it cannot be undone, the Delete all inventory items button, and the count of items on hand.

The deletion removes every inventory item of every type, whether finished goods, materials & supplies, or a custom type, along with the cost components and marketplace listings attached to those items. Inventory types, products, and your settings stay as they are. Production jobs, orders, and tasks keep their records but no longer point to the deleted items.

This cannot be undone

If you might need the records later, download them first with Export All CSV in the All Inventory page header. See Exporting Inventory to CSV.

Loupe Factory verifies the deletion the same way as an export:

  1. Click Delete all inventory items, then Send verification code in the dialog. Loupe Factory emails you a six-digit code that applies only to this deletion and expires in ten minutes. You stay signed in.
  2. Enter the code and click Verify and delete.
  3. Read the confirmation. The dialog and your notification bell show how many items were deleted and what was removed with them.

Afterward, you and your workspace's billing contact receive a security receipt by email. It records how many items were deleted, what was removed with them, who did it, and when. If you did not authorize a deletion, contact your workspace administrator right away or reply to that email.

For the full walkthrough, see Deleting All Inventory Items.

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

    Loupe Factory inventory item details page header with the More Actions menu open and the Edit Item option highlighted.

  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.

Loupe Factory edit inventory item wizard showing the editable Identification, Attributes, and Storage and Review steps.

Tip

Changes to stock levels made here are recorded as manual adjustments. For production-related stock changes, use the Production Tracking module to keep your audit trail accurate.

Edit Original Quantity and Weight

Every inventory item carries two sets of numbers, and they are edited in different places.

  • On-hand quantity and on-hand weight are what the item holds right now. Change those in the edit wizard above, on the Attributes step.
  • Original quantity and original weight are what the item held when it was first created. Loupe Factory uses them to track consumption, calculate yield, and produce accurate reports.

Use Edit Original Values when the creation-time numbers were wrong, such as an intake weight that was mistyped or a lot that was logged with the wrong piece count. Only users with the Admin role can change an 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 More Actions, then select Edit Original Values.

    Loupe Factory inventory item details page with the More Actions menu open and the Edit Original Values option highlighted.

  3. Update Original Weight, Original Quantity (Pieces), or both.

  4. Compare the item's current and original figures in Current vs Original Comparison, then click Save Changes.

    Loupe Factory Edit Original Values dialog showing the original weight field, the original quantity in pieces, and the current versus original comparison.

When Original Weight changes, Loupe Factory shifts the current On-Hand Weight by the same difference. 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 drops by the same amount, but never below zero.

Original Quantity works the same way. Raise the original piece count by 3 and the on-hand piece count rises by 3. Lower it by 3 and the on-hand count falls by 3, again with zero as the floor.

Loupe Factory shifts on-hand values only when both the previous original value and the new original value are present. If the original value was blank before editing, or if you clear it during editing, only the original value changes. The current on-hand weight or quantity stays where it is.

Warning

If the item is already linked to production jobs, orders, or shipments, you may need to delete and recreate those records before the corrected figures show up in reports.

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

    Loupe Factory inventory item details page header with the More Actions menu open and the Update Image option highlighted.

  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.

    Loupe Factory update inventory item image modal showing the upload area, supported file formats, maximum file size, and Save button.

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.

Write a Storefront Description for an Inventory Item

Each inventory item can carry a Storefront Description, the shopper-facing copy your team publishes on a webshop, marketplace, catalog, or sales sheet. Users with the Admin or Manager role can open an item's details page, click More Actions, then select Storefront Description to type the copy themselves or to use Write with AI, which drafts it from the details already on the record.

The AI writes from shopper-safe fields only. Prices, cost components, internal notes, tag IDs, and HS codes are stripped out before it sees the item, and the copy never mentions price, availability, discounts, or shipping. Descriptions are saved on the item record. A Shopify product push sends one to the matching Shopify product, and your team decides which other channels each description reaches.

For the tone options, the credit cost, and what to check before saving, see Storefront Descriptions.

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.

Loupe Factory Edit Pricing modal showing selected order line items, currency, unit selling price, price basis, and selected inventory pricing details.

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.

Loupe Factory HS code modal showing the 6-digit HS code field, AI suggestions, and save action for an inventory item.

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.

Note

Using AI to retrieve HS code suggestions consumes AI credits.

Tip

Loupe Factory saves only the base international 6-digit HS code. The saved code must be exactly 6 digits and should not include country-specific extensions.

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

Loupe Factory Find Inventory Item modal showing the Tag ID search field, support for pasted URLs, fuzzy matching, and quick actions.

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.

Tip

Use the top navigation search when you need the fastest path to an item from anywhere in Loupe Factory. Use the Find Inventory Item modal when you want a dedicated search window with Tag ID, URL paste, and fuzzy matching support.

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.

  • 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.
  • Pick colors from the list. If a color is missing, ask an admin to add it in Admin Settings > Product Settings > Colors instead of typing a new spelling.
  • 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.

Loupe Factory Inventory Settings page showing the Inventory Types management form with type name, description, and active status controls.

Note

In the current UI, Finished and Materials & Supplies are protected top-level inventory types. They cannot be edited, removed, or deactivated from the Inventory Types section.

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.

Loupe Factory Inventory Settings page showing the Finished Inventory Types form with fields for type name, description, and active status.

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

Note

To edit or remove an existing finished inventory type, open the row Actions menu. If you want to stop new users from selecting that type but still keep historical records easier to understand, turn Active off instead of removing the type completely.

Loupe Factory Inventory Settings page showing how to edit an existing finished inventory type from the Finished Inventory Types section.

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.

    Loupe Factory Inventory Settings page showing how to edit an existing materials and supplies inventory type, including type name, category, description, and active status.

Tip

The Category field in this section is used to organize materials and supplies type records inside inventory settings. It helps admins manage the catalog, but users still classify inventory items by selecting the appropriate top-level type and subtype on the item form.

Next Steps

  • Cost Components: Break an inventory item's cost into materials, services, charges, quantities, and linked rate profiles.
  • Inventory Item Details: Review one inventory item across current stock, source-to-customer traceability, production yield, orders, shipments, pricing, and AI assists.
  • 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.