Types of Stock Updates

Keeping your inventory up to date is the single most important factor in maximising your sales on Qogita. Sending your price lists frequently and consistently will help you win more orders and provide a flawless buyer experience. Please check our Terms & Conditions for more information on the quality of the lists we expect.

You can send us your stock via the portal, through a live URL, or via FTP/API. The quick start table below will help you choose the right method:

1. Portal Upload (Recommended for Manual Updates)

The simplest and most reliable way to upload stock is directly from the Price Lists page in your Seller Portal. This works for your main on-floor stock as well as any additional stock lists — spot offers, pre-orders, or incoming inventory.

How it works:

1. Go to Price Lists and click + Add price list.
2. Give your stock list a name and select the stock type.
3. Upload your file (CSV or Excel, up to 4 MB).
4. Map your columns: GTIN, Price, and Inventory are required. If you sell by box, layer, or pallet, also map Selling unit — this is the equivalent of MOQ and tells buyers the minimum number of units per order. You can optionally map Brand, Category, Images, and Title.
5. Submit — if there's a problem with your file, you'll see an error immediately so you can fix it before anything goes live.

📌 Pre-orders and incoming stock: When setting your lead time, add at least one week of buffer to your expected availability date. This accounts for processing time and helps ensure buyers receive accurate delivery estimates.

If you've made any mistakes in the file, you can update or remove it directly from the same overview.

2. Email Updates (Legacy Method)

If you were onboarded before the portal upload was available, you may still be sending your stock file to a dedicated ingestion address (offers+[id]@qogita.com). This still works, but we recommend switching to the portal upload above for a more reliable experience.

⚠️ CRITICAL: Formatting Rules for Email Updates

During your onboarding via the Typeform, we securely mapped your specific file extension and column headers to our system. To ensure your stock is processed instantly, you must adhere to the following:

General requirements:

• Strict consistency: Maintain the exact same file format, column naming, and sender email address as your initial mapped submission.
• Allowed formats: .xlsx, .xls, or .csv only.
• Single sheet: The file must contain a single sheet with no hidden tabs.

Required columns:

• GTIN: The product barcode.
• Stock Available: Quantity available per unit.
• Net Price: Your price per unit.
• MOQ: Minimum Order Quantity (required if selling by the box/layer/pallet — use a single digit for number of units).

If you alter column headers or change the file structure, your file will fail to process and your products will no longer be visible to buyers. If you ever need to change your format, column structure, or sender email, contact your Account Manager first so we can remap your account properly.

3. Live URL or FTP (Preferred for Automated Updates)

If your system can automatically generate a live link to your stock file, this is a great "set it and forget it" option.

• The benefit: No more manual uploads. We pull your inventory data directly from your feed every 15–30 minutes, keeping your stock fresh without any manual work on your end.
• How it works: Provide us with the live URL (or FTP details) and any necessary login credentials. Ensure the link remains active and let us know if your credentials ever change.
• How to set it up: Set it up yourself on the Integration page following the Integration guide.

4. Advanced Integrations: API & EDI

For sellers moving high volumes or dealing with fast-moving inventory, a direct integration is the ultimate solution.

• The benefit: Frequent synchronisation. By connecting your warehouse management system directly to Qogita, stock levels and pricing are updated every 15–30 minutes, drastically reducing the risk of receiving orders for out-of-stock items.
• How it works: We support advanced integrations via API and EDI, allowing a seamless automated flow of data between your platform and ours.

Ready to automate? Reach out to your Account Manager or success@qogita.com — we'll provide the documentation and support needed to get connected.

FAQs

How do I know my stock list is live?

You can see the count of ingested offers on the Price Lists page, and an overview of all your on-floor inventory on the Inventory page.

Why are some of my items not uploaded onto Qogita?

We only upload items we have product data for (image and related data). When we receive new items, it may take a few days to gather the information needed to show them on Qogita.

Why is the price in my Inventory page different to the price on Qogita's website?

The Inventory page shows your price per unit. The Qogita website shows the price with our margin and shipping cost already implemented.

Why has my description changed on Qogita?

The description, image, and other product data on the Inventory page is generated by Qogita and reflects how the item appears on the website.

What do I do if you are showing my items incorrectly?

Please reach out to success@qogita.com.

Can I upload more than one stock list?

Yes — on-floor stock, pre-orders, and incoming stock can each be uploaded as separate lists with their own conditions. Head to your Stock Lists page to get started.

What conditions can I set per stock list?

For each list you upload, you can set a minimum order value (MOV), dispatch time, expiry date, down payment percentage, and volume pricing tiers. These conditions apply only to that list.

How do I update or remove a stock list?

Go to your Stock Lists page, find the relevant list, and upload a new file to replace it or remove it entirely.

What happens when a stock list expires?

Once a list reaches its expiry date, it is automatically removed from the platform. You can upload a fresh list at any time.