How to add a product, bring in stock, set a price and record a sale
This guide takes one product from nothing to its first sale. You do four things, in this order: add the product, bring in the stock you have, set its selling price, and record a sale. After that, every sale updates your stock, who owes you and your profit by itself. Everything here is on the free trial. The names in quotes are the words you will see on the screen.
Before you start: the “Get set up” card
When you open the app, the dashboard shows a card called “Get set up” with the same four steps: “Add a product”, “Set a price”, “Receive stock” and “Record a sale”. Each has a button that takes you straight to the right screen, and the card ticks each one off as you go.
Every screen also has a “Take a tour” button if you would like to be walked through it.
Step one: add the product
Go to Inventory, then “Products”, and press “New product”. Fill in the “Name”, for example “Groundnut oil, 5L”, and a “SKU”, a short code for the product such as “GO-5L”. Choose the SKU with care: it can't be changed later.
Set the “Base unit”, the smallest unit you sell in, such as PIECE. Enter the “Cost (per base unit)”, what one piece costs you today, and choose where it is stored, “Dry” or “Cold”. A “Reorder level” is optional: set it and the app warns you when stock runs low.
If you sell the same product by the piece and by the carton, add a unit conversion, for example 1 CARTON = 4 PIECE. Then press “Create”. You can add a photo later from the product's own page.
Step two: bring in your stock
Go to Inventory, then “Stock Receipts”, and press “New receipt”. This is also how you enter the stock already on your shelves when you start.
Add a line for the product. Enter the “Qty” and the “Unit”, and check the “Unit cost”, which is filled in from the product's cost. If the goods expire, enter the “Expiry” date: every sale then takes from the batch that expires first. You can leave the “Batch code” blank and the app makes one.
Under “Landed costs”, press “Add” for anything you paid to get the goods to you, such as freight, clearing or offloading. The app spreads it across the goods, so each piece carries its share. Press “Save receipt”.
Step three: set the selling price
Go to Inventory, then “Price List”, and press “Set price”. Choose the product and enter the price for each unit you sell in. If you added a carton, the app suggests a carton price from the piece price, and you can change it.
Each row shows what the unit cost you and the margin you will make. A margin in red means the price is below cost. Press “Save”. If your costs go up later, the price list tells you which prices have fallen below cost.
Step four: record a sale
Go to Sales, then “Quick Sale”. Choose the product, the “Qty” and the “Unit”. The screen shows how many are left.
For a walk-in customer who pays in full, leave “Amount paid” blank and press “Record sale”. If the customer pays only part now, enter what they paid and choose them as the customer, then press “Record sale”. The rest goes on your list of who owes you.
When the whole amount is on credit, use Sales, then “Sales Orders” instead: create the order for the customer, press “Confirm & invoice”, and choose “On credit (pay later)”.
After a sale you can download the invoice as a PDF to print or send to your customer.
What updates by itself
Your stock goes down, from the batch that expires first. What the customer still owes goes on your list, with the date it is due. And the profit on the sale is worked out from what the goods really cost you, including the freight. You only ever enter the sale.
Start the free trial, follow the “Get set up” card, and your first sale can be in the book in ten minutes.
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