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Updating prices from a local Excel file to online callin.io inventory

 
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Last Post by bartv 3 months ago
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Michael_Doukhan
 Michael_Doukhan
(@michael_doukhan)
Posts: 3
Active Member
Topic starter
 

Hi,

I’m looking for the best design/diagram/suggestion for a workflow, likely involving an AI agent, to manage the following tasks.

The Context

  • Business : Sells thousands of spare parts online via Shopify
  • Suppliers: Dozens
  • ERP : Uses Zoho Inventory to manage stock, pricing, and updates

Current Challenge

  • Supplier price updates arrive as Excel files with multiple tabs (one for each product category).

  • Each tab includes (at a minimum) two crucial columns:

    • General Item No
    • Purchase price

  • Manually entering these values into Zoho Inventory is time-consuming and prone to errors.

Target Workflow

  1. User initiates the workflow manually (e.g., by clicking an icon).
  2. A chat-like interface greets the user and requests the Excel file upload.
    → (Note: This should be handled outside of callin.io, as the client does not have direct access to the callin.io UI. A simple web interface, Telegram bot, or similar would be suitable.)
  3. Upon upload:
  • Read all Excel tabs.
  • Extract only the General Item No and Purchase price columns from each tab.
  • Create a new summary tab that consolidates these two columns from all other tabs.
  1. Perform data validation:
  • Highlight rows with issues in orange (e.g., empty values, incorrect formats).

  • Generate a “Data to be Checked” report containing:

    • Tab name
    • General Item No
    • Issue description

  • Present the summary back to the user via chat.

  1. Wait for the user to correct the Excel file, then prompt for an update.
  2. Reload the file and reprocess the clean data.
  3. Call the Zoho Inventory API to:
  • Update the Purchase Price for each item.
  • Update the Selling Price (using a basic formula).
  1. Notify the user with: “Your Zoho database has been successfully updated.”

:white_check_mark: Additional Notes

  • Zoho API access is already authorized.
  • File upload location is yet to be determined: recommendations are welcome regarding local processing versus using cloud storage like Google Drive, etc.
  • The chat interface should be external to callin.io (not the default callin.io frontend; Telegram is a likely option).
 
Posted : 21/05/2025 7:17 am
Gallo_AIA
 Gallo_AIA
(@gallo_aia)
Posts: 22
Eminent Member
 

Hello,
I don't believe it's appropriate to ask the community to build a workflow for you.

We are individuals who enjoy diving into tasks, learning from errors, posing questions, and seeking assistance.

If you require help constructing a flow, it would be advisable to post a job offer with compensation.

Alternatively, if you have already developed a flow based on your concept and have a technical or specific question, we are here to listen and assist.

Thanks!

 
Posted : 21/05/2025 2:08 pm
Michael_Doukhan
 Michael_Doukhan
(@michael_doukhan)
Posts: 3
Active Member
Topic starter
 

Hi,

Actually, I was just hoping to get some opinions on the general design of such a workflow before I begin implementing it, not to build it, of course. But no worries, thanks anyway.

Michael

 
Posted : 21/05/2025 11:16 pm
King_Samuel_David
 King_Samuel_David
(@king_samuel_david)
Posts: 55
Trusted Member
 

You could utilize an AI agent that calls sub-workflows or processes data directly. This approach typically works well with a vector store. However, for this specific use case, it might be more efficient to simply run a workflow that synchronizes the data. If you're referring to data enrichment using AI, such as generating sales recommendations, product descriptions, or tags, you could employ an AI agent to select what it deems most suitable.

Consider the volume of items. Google Drive is suitable for moderate amounts, but if you're dealing with thousands or more, merging into a dedicated database like Notion or Airtable might be a better option.

Prioritizing manual mapping over relying solely on AI agents will ensure you achieve the desired results, especially for straightforward data mapping tasks.

The crucial aspect is establishing a reliable method for linking items. I've previously used product codes as barcodes or SKUs, which makes it easy to identify each item.

Hope this guidance is helpful.

 
Posted : 21/05/2025 11:31 pm
Michael_Doukhan
 Michael_Doukhan
(@michael_doukhan)
Posts: 3
Active Member
Topic starter
 

Yes, it does! Thank you very much.

 
Posted : 21/05/2025 11:44 pm
bartv
 bartv
(@bartv)
Posts: 32
Trusted Member
 

We've established a new category for assistance with workflow design, and I've relocated your inquiry there:

Help me Build my Workflow. Learn about this category's function by reading this topic.

 
Posted : 22/05/2025 6:19 am
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