1. Define the Fields and Rows That May Be Shared

Begin with the approved material scope and the recipient's actual need. A buyer may need manufacturer part numbers, quantities, units, condition and selected source references. That does not require the seller's entire planning workbook. Keep unrelated customer names, internal costs and design details outside the outgoing copy, according to the owner's sharing decision.

Make a separate file for the inquiry, retaining the original internally. Where a customer alias helps reconcile stock, keep a stable reference that the owner may share rather than exposing an unrelated customer identity. Preserve an internal mapping when needed. Removing private information should not leave quantities or components impossible to identify.

Check visible notes as well as table columns. A free-text comment, photograph caption or file name may contain details outside the permitted scope. Review the chosen supporting pages independently from the stock table. If a relevant record cannot be shared, state that limitation instead of attaching a complete purchase or programme file without review.

2. Review Hidden Workbook Content on a Copy

Microsoft's Document Inspector guidance explains that Excel workbooks can contain hidden rows or sheets, comments and document properties. It recommends inspecting a copy and describes limitations in detection and removal. Those documented features provide an example of why a clean-looking worksheet is only part of a file review.

Inspect the outgoing copy using the tools appropriate to its application and version. Treat Microsoft's menu paths as a documented Excel example; confirm availability in your installed product and workbook state. Do not assume Mac, browser and all desktop versions provide identical controls. A shared workbook may also have feature-specific limitations.

Review findings before removing content. Microsoft notes that deleting hidden data may change calculations, and some items cannot be removed automatically. If totals depend on internal worksheets, create a reviewed output with the approved values rather than altering the master inventory. An inspection result does not assess whether the remaining visible business information is authorised for disclosure.

3. Choose an Export That Preserves the Stock Meaning

Select the output format after deciding which data may leave the organisation. Microsoft's text-export documentation says CSV saves the active sheet and that formatting or features may be lost. An export format does not decide which rows, descriptions or customer details are appropriate. Use a dedicated outgoing table and examine the file actually produced.

Check exact identifiers as text rather than treating them as quantities. Microsoft's import guidance explains that CSV opening uses default data interpretation and discusses preserving leading zeros through text import. A lot reference that loses a zero or a code interpreted as a date can become a different identifier even when the underlying inventory has not changed.

Compare the final output with the approved source rows. Verify part-number punctuation, serial or lot references, quantities, units and condition descriptions. Check that multi-line notes remain attached to the intended rows and that no excluded field has returned. Do not use a filtered screen or remembered export setting as a substitute for reopening the result.

4. Reopen the Exact Outgoing File Before Release

Review the precise attachment that will be sent, including its name and any separate supporting files. Confirm that the approved fields remain readable and the excluded information is absent from the reviewed output. Record the version, reviewer and permitted scope internally. This check concerns the actual file, rather than an earlier copy that looked correct.

Keep sharing authorisation separate from authority to sell the physical inventory. Likewise, sending a file does not mean the buyer accepted the lots or their condition. If the review identifies an unresolved disclosure issue, narrow the inquiry or discuss an authorised way to provide the required evidence before releasing that attachment.

For an ICULTRA buyback review, submit the permitted stock file and identify missing or restricted records. The existing excess-stock-list guide covers the business fields that support an inquiry; this procedure checks how those fields leave the seller's system. It does not certify confidentiality, the recipient's handling or a completed data-erasure service.

Sources and further reading

Manufacturer documents support the technical guidance above. They do not confirm our stock, authorisation or the condition of any offered lot.