Register stock items from photos

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inventory/stock-items

Register a unit from photos instead of typing its details. TWICE reads the first image, matches it to a category in the taxonomy, and suggests a name and a set of attributes from what it saw. Everything it fills in stays editable, so treat this guide as a list of what to check before you submit. Use it on stock you cannot describe from memory: second-hand intake, a mixed pallet, a venue’s loose equipment. For the manual path and how stock items bind to a SKU, read Register stock items.

Prerequisites

Required permissions: Create and edit stock items, Delete stock items, and Create and edit attributes. Every built-in role from Member up holds all three.A custom role granting the first without the second can start this flow but cannot clean up after cancelling it. Read the pitfalls below before you hand that role out.

Have one clear photo of the unit ready. Only the first image is analysed, so shoot a single unit filling the frame against a plain background. Decide at the same time whether these units are tracked individually or as a pooled quantity, because you set that in the same dialog.

The walkthrough

Open the register menu

Go to Inventory → Stock items and select Register Items in the top right. A command palette opens with three ways in.

Action	Shortcut	What it does
Manual Entry	`n`	Type the details yourself
Upload Images	`u`	This flow
Import CSV	`i`	Bulk import from a spreadsheet

Reach the Register Items button itself on a.

Get the photos into the file manager

Select Upload Images to open the file manager on the article folder, filtered to images. Drop the photos onto Upload files, or scan the Use another device QR code to send them straight from a phone or tablet.Select Browse files instead when the photos are already in the folder. Either way, confirm with Save selected.

Wait for the recognition

Watch the progress bar across the top of the Register new stock item dialog. Every field stays disabled while it runs.Behind the bar, TWICE saves a throwaway draft stock item to hang the images on, describes what it sees in the first photo, finds the closest taxonomy category, and suggests a name and attributes for that category.

Check what the suggestion filled in

Read the three fields the photo touched once the bar clears.

Name is always overwritten with the suggestion when there is one.
Category is set only if you had not already chosen one.
Attributes are added only if the item had none, and the dialog has no attributes field, so they are carried silently and created when you register.

Correct the name here if it does not match how your staff refer to the unit. Check the attributes on the item’s Attributes tab straight after registering, because this dialog never shows them.

Set the codes and the quantity

Set Item codes to Auto-generate, or to Manual to type your own. Manual replaces Quantity with a code list, and the number of codes becomes the number of units.Set Quantity to the number of units you want when codes are auto-generated. Turn Track individually on to give each unit its own record and history, or off to hold them as one pooled quantity.

Bind the units to a SKU

Use the two Search or create SKU fields to attach these units to an existing SKU, one matching SKU names and the other matching SKU codes. Leave both empty to register without a SKU and bind later.

Say where and when the stock arrives

Pick the Entry Location, set the Entry date, and set Entry status to Active or Inactive. Choose Inactive for stock that arrives but should not be bookable or sellable yet.

Select Register Stock Items. One unit opens on its own page. More than one creates the rest, all sharing the same photos, and opens them together in a bulk edit session so you can set whatever differs per unit in one pass.

How do I know it worked?

The item opens on its own page, or the batch opens in bulk edit, under the name that was in the dialog when you submitted.
The photos are on every unit in the batch, not only the first.
The Attributes tab holds what the photo produced. Make this check every time, because it is the one thing the dialog never showed you.
The category is set on the item’s General tab.

Troubleshooting / common pitfalls

The dialog opened but nothing was filled in

The suggestion came back empty, which happens quietly and with no error in three cases: the images did not reach the draft, the photo could not be described, or the description matched no taxonomy category closely enough.What to do: fill the dialog in by hand, because it is a normal registration form at that point. Reshoot the unit if it keeps happening: one item filling the frame against a plain background recognises far better than a shelf or a pallet.

"Recognition failed"

The suggestion call errored rather than returning nothing. The message sits above the form and the form still works.What to do: carry on and type the details in. Select Cancel rather than closing the dialog if you want to start again, because Cancel also deletes the draft.

I uploaded five photos and it recognised one thing

Working as designed. Only the first image is analysed. The rest are attached to the item and contribute nothing to the name, category or attributes.What to do: put the clearest, most representative shot first. Register genuinely different items separately, because one run of this flow produces one item or one batch of identical units.

Attributes I did not expect appeared on the item

The suggestion adds attributes for the category it matched, and the dialog gives you no way to see or remove them beforehand. They are created as new text attributes on the inventory resource, so a wrong match adds to your account’s attribute list rather than to the one item.What to do: open the item’s Attributes tab after registering and remove what does not belong. Read Attributes for what they become on your account.Note that an item that already had attributes gets none suggested at all.

I cancelled, and I want to know what happened to the draft

Cancel deletes the draft stock item that carried the images, so nothing is left in the table.Permissions are the exception. Deleting needs the Delete stock items capability, so on a custom role granting create without delete, cancelling leaves the draft in place. It sits in draft status and stays out of the normal lists.What to do: look under Settings → Archived assets, or ask someone holding the capability to clear it.

The suggested name is wrong for how we refer to this item

Expected. The suggestion describes what is in the photo in general terms, and it knows nothing about your naming convention, your supplier’s model names or your staff’s shorthand.What to do: overwrite it. The name field offers names already in use on your account, so pick an existing one to keep naming consistent. Consistent names are what make SKU binding and the inventory table’s grouping useful later.