Managing retail stock shouldn’t be a source of daily stress or late-night toil. When you are handling high-volume daily transactions, keeping an accurate, real-time eye on your shelves is the absolute backbone of a sustainable, profitable business.
To help our community run smoother operations, we have built a powerful, intuitive suite of tools directly into our system. Accessible right from your Inventory Home dashboard, these features are designed to save you time, eliminate manual errors, and give you total control over your business capital.
Below, we break down exactly how to use our core inventory features: Add New Product, Manage Products, Restock, and Adjust Stock, so you and your team can get the most out of our platform.
When you bring a brand-new item into your store that has never been tracked by our system before, the Add New Product button is your starting point. Clicking this opens a dedicated setup page.
Before you add your very first item, it is crucial to ensure your system account is fully activated so your data syncs flawlessly. Depending on your preferred payment setup, we highly recommend reading either our M-Pesa Activation Guide or our PayPal Activation Guide to ensure your business profile is completely ready.
Here is a step-by-step breakdown of the slots you will fill out:
Product Name: Accuracy here prevents chaos at checkout. If you sell a product that comes in multiple sizes or variations, you must enter them as separate items to distinguish them perfectly. For example, instead of just typing “Mallow Milk,” enter “Mallow Milk 500ml” as one product and “Mallow Milk 250ml” as another. Differentiating variations prevents pricing errors and helps you track exactly which sizes are driving your profits.
Barcode (Optional but Recommended): While you can skip this initially, we strongly advise entering barcodes from day one. As your retail business grows, scanning barcodes at checkout saves precious seconds and eliminates manual entry mistakes.
Unit: Specify how the item is measured (e.g., 200g, 500ml, Pieces, Pack, Pair). Even if you included this in the product name slot, entering it here ensures our database runs clean analytics on your stock levels.
Cost Price & Selling Price: These are mandatory fields. Because market prices fluctuate, it is vital to enter these accurately with every new consignment to ensure your automated profit reports stay correct.
Wholesale Price (Optional): If your business model includes selling in bulk or supplying other vendors alongside standard retail, use this slot. If you only do standard retail, you can leave it blank.
Initial Quantity: This is where you enter the starting count of this specific item currently sitting on your shelves or in your store room.
Expiry Date & “Notify Me On” Slots (Optional): Designed to protect your cash flow from dead stock. You can use the built-in date picker to set the product’s expiry date, and then use the “Notify Me On” slot to choose the exact date you want our system to alert you. This gives you ample time to run targeted sales or clearance strategies before items expire. Note: If you sell non-perishable goods, you can comfortably leave these slots blank. NB: Your Stock Card is the single source of truth for checking expiries. A simple run-through of the Stock Card once a week, or as desired, will show you dates in the Expiry Prompt column, thus triggering your action in good time.
Supplier: No need to type out full names every time. As you begin typing, our smart system will auto-suggest suppliers you logged during your initial setup.
Once everything is filled out, click the Add Product button. You will instantly see a striking green confirmation message letting you know the product has been successfully saved.
Think of the Manage Products page as your ultimate scrutiny and quality-control hub. We strongly urge our users to review this page thoroughly BEFORE they start selling any newly added products. Why is this page so crucial? A single typo in a barcode means the item will fail to scan during a busy rush, creating frustrating delays for your customers. Similarly, an incorrect price can quietly eat away at your margins or lead to accidental losses before you even notice. Taking a brief moment to audit your inventory listings here safeguards your daily revenue.
The Edit Route: If you notice an error in a product’s name, price, or unit, simply click the Edit button located on the right-hand side of that specific product’s row. This takes you to the Edit Product page. Make your adjustments, click Update Product, and a success confirmation will appear.
The Fresh Start Route: If you prefer to completely remove an entry and start over, navigate back to your Inventory Home page. Use the Delete Product option to remove the incorrect item entirely, and then re-add it using the Add New Product page.
When an existing product on your shelves runs low and you receive a new shipment from your supplier, Restock is the only button you should use.
A common mistake to avoid is clicking Add New Product when bringing in fresh batches of existing inventory. Doing that creates duplicate entries, fractures your historical data, and disrupts your stock tracking.
Click the Restock button.
Use the Search Product slot. As you type, the system will auto-suggest the existing item. Select it.
Update the slots with the details of the new consignment (such as the new quantity being added and any updated cost or selling prices). NB: Even if the price remains the same, you will need to enter the prices.
Click the Update Stock button to view your success message.
If you want to verify that your new inventory numbers have been successfully applied, simply head back to the Inventory Home page. Click on either the Current Stock button or the Stock Card button for a transparent, real-time view of your updated counts.
In the real world of retail, inventory numbers constantly shift due to factors outside of normal sales. Whether you are dealing with customer returns, damaged items, or inventory that needs to be sent back to a supplier, the Adjust Stock button is your go-to tool.
Our system makes handling these unexpected changes straightforward and auditable:
Locate the Item: Use the smart Search Product slot to auto-suggest and select the item that requires an update.
Positive Adjustments (+): If a customer returns a perfectly resalable item to your shop, you can increase your stock count by entering a positive quantity.
Negative Adjustments (-): If items are broken, spoiled, or being returned directly to your supplier, you can decrease your stock count by entering a negative quantity.
The Reason Slot (Crucial for Auditing): To ensure your books always balance and to make future auditing stress-free, we have included a dedicated Reason slot. Here, you can type a quick note explaining the adjustment (e.g., “Customer return – sealed,” “Damaged during offloading,” or “Returned to supplier due to near expiry”). This creates a clear paper trail for you and your management team, making stock reconciliation transparent and reliable.
By understanding and utilising these four core pillars of our inventory module, you do the following: Protect your retail investments, keep your staff aligned, and ensure your daily operations run like a well-oiled machine.
Do you have questions about setting up your specific store items or tracking your stock cards? Explore our comprehensive user guides or reach out to our support team right through our official channels. We are in this together to help you save time and grow your business sustainably!
Ready to take complete control of your store’s inventory?