Update inventory items in bulk

Everything in the Bulk actions menu works on a selection of inventory items. Some actions apply to a handful of records, some to your entire catalogue, and they differ in one important way from editing an item on its own: bulk actions change Cratebase, they do not push to your sales channels as they go. Syncing is a separate, deliberate step.

Choosing what to work on

Tick items in the list, or use the checkbox in the header to take the whole page. Hold Shift while ticking to select a run of rows between the last one you ticked and this one.

When you tick the header checkbox you are offered select all pages, which takes every item matching your current filters and search — not your entire inventory, unless you have no filters set. The count next to Bulk actions always tells you how many items you are about to affect.

Two actions — Reprice and Edit item details — also accept no selection at all, in which case they apply to everything matching your current filters. The confirmation step says so in as many words before anything runs.

The actions

Action	What it does	Limit	Reaches channels	Can be undone
Edit item details	Sets one or more fields on every selected item	All pages	No — marks items out of sync	No, see below
Reprice	Applies a pricing formula to every selected item	All pages	No — marks items out of sync	Yes
Bulk sync	Pushes items to their channels	All pages	Yes	No
Print labels	Prints a shelf label per item	All pages	No	No
Deactivate	Removes listings, sets items inactive, archives them	50 items	Yes	No
Archive items	Hides inactive items from your list	50 items	No	No
History	Shows recent bulk actions and offers undo	—	—	—

Edit item details

Pick the fields you want to change, set a value for each, and every selected item gets it.

You can set status, weight, allow offers, flagged, location, zone and shelf, and media and sleeve condition. You can add or remove a collection, a supplier or a custom tag — adding leaves items that already have it untouched, removing does nothing to items that never had it. You can also set one sales channel active or inactive across the selection.

One restriction: you cannot add to and remove from the same field in a single action. To move items from one collection to another, run it twice.

Price is deliberately not here. Changing prices is what Reprice is for.

Reprice

Reprice applies a formula rather than a fixed price, so it works sensibly across items worth €4 and items worth €400. You can combine:

• a percentage up or down,
• a fixed amount up or down,
• rounding up, down or to the nearest value ending in the cents you choose — .95, .99, .50,
• a minimum price no item may fall below.

They are applied in that order: percentage, then amount, then rounding, then the minimum floor, and the result is rounded to the nearest cent. So a 10% reduction with rounding down to .95 and a floor of €5 takes €30 to €26.95, and takes €5.20 to €5 rather than below it.

Reprice tells you how many items it will affect before you start, and it is the one bulk action you can reliably undo.

Bulk sync

Bulk sync is how bulk changes actually reach your channels. It takes one of two routes, and Cratebase picks for you based on how much you have selected.

Under 50 items selected, each item is synced individually to each of its channels — the same path a single-item save uses. This handles everything: creating listings that do not exist yet, updating those that do, and removing listings that should no longer be there. It is the more thorough route.

50 or more items, select-all-pages, or no selection at all, and Cratebase switches to the channel’s own bulk lane — a single upload to Discogs, or Shopify’s bulk operations API. You choose which channel to run. This is much faster over large numbers, because it is one big operation instead of thousands of small ones, but it is a blunter instrument:

• The Discogs lane pushes current state to listings that already exist. It does not create new listings, and Discogs forces every row it accepts to For sale.
• A large Shopify run can take a long time. The job reports itself finished once everything has been handed over, and results keep arriving afterwards as Shopify works through it.

If you need listings created on a channel, select fewer than 50 items so the per-item route runs, or use Sync now on the items themselves.

Print labels

Prints a shelf label for every selected item, one after another, with a progress count you can cancel mid-run. This needs the Cratebase Chrome extension and a DYMO printer set up — without them the action is unavailable and tells you why.

Deactivate

Deactivating removes the items’ listings from every sales channel, sets them inactive, and moves them to your archive. It is the bulk version of deactivating a single item, and it is limited to 50 at a time because it is the most destructive thing in the menu.

Deactivate cannot be undone. The listings are gone from the channels, and putting them back means re-listing. Any item that could not be deactivated is counted and reported at the end.

Archive items

Archiving only hides items from your inventory list. Nothing is sent anywhere and nothing is deleted — you can restore archived items whenever you like.

Only inactive items can be archived. An item that is still live on a channel is skipped rather than hidden, because hiding a record that is still taking orders is a good way to lose track of a sale. Deactivate it first if that is what you meant.

History, and what can be undone

History lists your recent bulk actions with their status and progress, and offers Undo where an undo is possible.

Undo is not a general rewind. It restores prices:

Action	Undo
Reprice	Restores every item’s previous price
Distribute purchase prices	Restores every item’s previous purchase price
Edit item details	Fields like status, location, condition and tags are not restored
Bulk sync	Nothing to undo — it pushes current state, it does not change it
Deactivate	Not reversible; listings have already been removed from channels
Imports (Discogs CSV, Shopify)	Not reversible; they create items and listings

So the rule of thumb: if a bulk action changed a price, you can put it back. If it changed anything else, you cannot. For everything else, the safety net is the confirmation step before the action runs and the count it shows you — read it before you commit, particularly when you have used select-all-pages.

An undo is itself recorded against each item’s timeline, so the audit trail shows both the original change and its reversal. A job can only be undone once.

How bulk changes reach your channels

Editing one item pushes it to its channels automatically. Bulk actions do not. They change your data and mark the affected items out of sync, leaving the push to you.

This is deliberate. A bulk edit can touch thousands of records, and firing thousands of marketplace updates the moment you click save would take hours, hit rate limits, and bury the everyday updates that matter. Separating the two lets you make all your changes, look at the result, and push once.

So the working pattern is:

1. Make your changes. Edit details, reprice, adjust channels — as many passes as you need.
2. Check the result. The affected items now show as out of sync. The Out of sync filter shows you exactly which.
3. Sync. Run Bulk sync on them, or Sync now on individual items.

If a bulk edit only touched things Cratebase keeps to itself — a collection, a supplier, a tag, a flag — the items are not marked out of sync, because there is nothing for a channel to hear about.

Two actions are the exception and do reach your channels directly: Bulk sync, which is the whole point of it, and Deactivate, which removes listings as it goes.

Good to know

• One bulk job runs at a time. Start a second while one is still going and Cratebase asks you to wait for it to finish, or cancel it first. Jobs work through in the background, so you can close the dialog and carry on.
• A failure affects only its own item. The rest of the run continues, and the count at the end tells you how many were skipped and why.
• Select-all-pages respects your filters. It means “everything matching what I am looking at”, not “my whole inventory” — unless nothing is filtered.
• Deactivate and Archive are capped at 50. Reprice and Edit item details are not, so read the count carefully on those two.
• Imports show up in History too. Discogs CSV and Shopify imports are bulk jobs like any other, so you can watch their progress there — but neither can be undone.

Quick reference

If you want to…	Do this
Put prices up 10% across a supplier’s stock	Filter by supplier, Reprice, then Bulk sync
Undo a repricing you regret	History, then Undo on that job
Move a batch of records to a new shelf	Edit item details, set zone and shelf, then Bulk sync
Add a tag to a selection	Edit item details, add the tag. No sync needed
Put a channel’s listings live for a batch	Edit item details, set that channel active, then Bulk sync
Create listings on a channel for the first time	Select under 50 items and Bulk sync, so the per-item route runs
Push a large catalogue to Discogs quickly	Select all pages and Bulk sync, choosing the Discogs lane
Take records off sale everywhere and out of your list	Deactivate, up to 50 at a time. This cannot be undone
Tidy inactive records out of your list	Archive items. Reversible at any time
See what a bulk action actually did	History, and the timeline on any affected item