Inventory Management

Inventory Management

eKaha provides comprehensive inventory management to help you track every product from purchase to sale.

Stock Levels

Every product with assigned units is tracked in the inventory system:

• Current Stock: The quantity currently on hand
• Reorder Threshold: The level at which you receive a low-stock alert
• Stock Status: In Stock, Low Stock, or Out of Stock

Adding Stock

There are several ways to add stock:

1. Stock Adjustment: Manual adjustment with reason (e.g., "New delivery from supplier")
2. Purchase Order (Premium+): Create formal purchase orders with supplier details
3. Initial Stock: Set when first configuring a product

Stock Movements

Every stock change is recorded as a movement:

FIFO Costing

eKaha uses First-In-First-Out costing:

• When you add stock, record the purchase cost per unit
• When items are sold, the oldest cost is used first
• This ensures accurate profit margin calculations
• COGS (Cost of Goods Sold) reports show true costs

Unit Conversions

If you buy in bulk and sell in smaller units:

1. Set up the purchase unit (e.g., "kilogram")
2. Set up the sale unit (e.g., "gram" or "piece")
3. Define the conversion factor (e.g., 1 kg = 1,000 g)
4. Stock is tracked in the base unit and displayed in the relevant unit

Low Stock Alerts

Configure alerts to stay ahead of stockouts:

1. Go to any product's settings
2. Set the Reorder Threshold (e.g., 10 pieces)
3. When stock falls below this level, you receive a notification
4. The product is flagged as "Low Stock" in the inventory view

Stocktaking

Periodically reconcile your physical stock with digital records:

1. Export the current inventory to XLSX
2. Count physical stock
3. Make adjustments for discrepancies
4. All adjustments are logged in the stock movements audit trail

Best Practices

• Record all movements -- even waste and damage, to maintain accurate records
• Set reorder thresholds for all important products
• Review stock movement reports weekly to catch discrepancies early
• Use FIFO -- always add cost prices to new stock for accurate margin tracking
• Conduct stocktakes at least monthly