Step 3: Set Up Your Inventory Feed

With Locally, retailers can report up-to-date, in-store product availability to shoppers on hundreds of major brand websites for free. You’ll generate a simple, 2 column spreadsheet, schedule it to run automatically, and then transmit it to Locally via your preferred method.

If you are using one of these POS systems, please follow their more specific instructions.

Lightspeed Retail
Rain POS
Retail Pro v8
Retail Pro v9
Teamwork Retail

Other Connections with Specific Instructions
Counterpoint, Epicor, IPOS, Lightspeed OnSite/Pro, POSIM, Quickbooks, Runit, Shopkeep, Tallysoft

If your POS isn't listed, follow the instructions below. If you don't use UPC/EANs, please go here first. 


Part 1: Set Up Your Inventory Report

Locally’s brand partners provide their entire product catalog to Locally. Because of this, we only need a bare minimum of information from a retailer’s point of sale system: UPC/EAN and quantity on hand. We then match your on-hand UPCs to the brand catalog to present UPC-level in-store availability. 

If your POS exports UPC/EAN without the final check digit, please let us know so we can set you up correctly.

Set Up Your Report: Single-Store Retailers

Export an inventory report from your system with two columns of data:

  • Column A: UPC/EAN

  • Column B: Quantity on hand

We accept the following file types: .csv, .xls, .xlsx, .txt

If your system can export a similar report that doesn’t perfectly place UPC and quantity in Columns A and B, that’s okay! Contact us about how we can write an adapter to accept the file. 

Set Up Your Report: Multi-Store Retailers

Have more than one store? You have two options. 

Option 1: Generate one file for each location. If you have ten stores, you will generate ten files. Each file should contain the two columns described above: UPC, quantity. Simply let us know which file name is for which location. 

Option 2: Generate a single “master” inventory file for all locations. To do this, your file will be three columns: UPC, Quantity, and Store ID.

In this example, a retailer has three locations, and their IDs are 101, 102, and 103. Column C tells Locally which store to apply each UPC’s availability to. The location ID can be anything; let us know which ID corresponds to which location. 

Note 1: The above column formats are our ideal templates, but we can also work with additional formats as long as the required fields (UPC, Quantity On Hand, Store ID) are present. Header names are irrelevant. Please send us a sample for evaluation. 

Note 2: In the future, certain brands may allow retailers to display their in-store pricing. If you would like, you can include Price as a third or fourth column on your file in anticipation of that future feature. 

Part 2: Schedule Your Inventory Report

Because we are presenting your available selection to shoppers, reports must be updated regularly.  

  •     At a minimum, schedule your report to be transmitted to Locally at least every 24 hours.
  •     At a maximum, you may transmit your report to Locally every 60 minutes

Select your preferred file transfer, and schedule your report to be updated and transmitted to Locally automatically at that frequency. The name of your file(s) must stay the same each day.

Have an issue with providing a refreshed report every 24 hours? Contact us and we can review your options. 

Can’t automate your report?  You can upload your report manually by following these instructions.

Part 3: Sync Your Report with Locally

Push your file to Locally via any of the following methods. Locally may also pull files from certain existing online locations.   

  • S/FTP
    • To push your file to us via FTP/SFTP, generate them from your account or contact Locally for assistance. Once you have the credentials, drop your file(s) in the folder. Locally will link our system to poll this path several times per day and absorb any changes. 
    • Prefer to post your file(s) to your own S/FTP server, or already have a location where a compatible file already exists? Great! Provide Locally with access and we can pull your file(s) from this location. 

  • Email: Every store location in our system has a unique email address assigned that inventory files can be sent to. View it in your account under "Email Method" here.
  • Dropbox: Create a Dropbox folder and name it “Locally.” Share the folder with and then notify your Locally contact. Drop your file(s) in the folder. Locally will link our system to scan this folder several times per day and absorb any changes. 
  • URL: We can pick up a file at a URL. Note that we can also do this with, for example, a Google Product Feed. If Quantity On Hand isn’t available in this feed, our system would treat a UPC’s presence as QOH=1 and its absence as QOH=0. Note that we cannot work with .xml files at this time.

Additional Details

Inventory Audit

Locally scans all live feeds regularly to ensure they remain fresh. If Locally does not detect a change in the total quantity on hand for 48 hours, our system suspects there may be an issue, and an auto-notification is sent to your inventory feed contact. If there is no change in quantity on hand remains after 72 hours, our system concludes that an error has occurred in report transmission and temporarily “mutes” your store’s inventory from displaying so shoppers do not act on out-of-date information. You are notified when this occurs. 

When the total quantity on hand of your inventory changes, your inventory feed will “recover” and resume being presented to shoppers. Depending on your integration it may take several hours to receive confirmation that your feed is recovered.

Low Quantity Message

Locally’s default settings display any UPC with a quantity of one or greater as “In Stock.” However, we provide the option to display a custom message at a certain quantity threshold. To do this, inform your Locally contact of your preferred custom message and the quantity threshold it should apply to. 

In this example, a retailer has set a custom message of “Limited Quantity In Stock” when their quantity is at or below a certain threshold.

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