Record your opening stock

Count what is on the shelves, then import the quantities. “Each product and branch gets one opening balance, posted to inventory against owner’s equity.”

Before you start

• Your products are in Kila: add them or import them.
• You have counted each product at the branch, on paper or straight into a spreadsheet.

Steps

1. Open the opening stock import

   On your set-up checklist, open Opening stock and tap Import quantities from a spreadsheet, or open Products › Import. Tap Opening stock.

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2. Download the template and fill it in

   Tap Download template for kila-opening-stock-template.csv. One product a row: its sku (“The product must already be in the catalog.”) and quantity (“Units on hand.”). unit_cost is the cost of one: “Default: the product cost.” Save it as CSV.

3. Choose the file

   Tap Choose file and pick your CSV.

4. Choose the branch

   In Branch for every row, choose the branch you counted, such as Kahawa West. For several branches in one file, leave it empty and put the branch code in a location column.

5. Tap Start import

   When every row is in, Kila says Finished. Every row accounted for. Rows with a problem are listed with their number, as for products.

Open Inventory › Stock on hand to check: the Stock value at cost, the units and each product’s quantity. On your checklist, Opening stock ticks itself off and counts the stock lines on hand.

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Count it in Kila instead

Count the stock on the checklist opens Inventory › Stock counts. Tap New count, choose the branch and Full (“Every stocked product at the branch.”), tap Create count and then Start counting. Type what you find on each line, or scan, and tap Finish counting.

Kila compares each line with what it expected, which is nothing on a new branch, so every line is “over”: “Lines more than 2% off are sent back for an independent recount first.” An owner can tap Skip recounts and then Post variances: Kila says Count posted. The stock is then on hand, recorded as stock found by a count rather than as opening stock, with an accuracy of 0% on that first count. Counts are for checking your stock later on.

What if

You import the same file twice

Kila shows:

11 rows not imported

Row 2: Opening stock for SOAP-800 at Kahawa West was already imported. Nothing was added; use an adjustment to correct it.

Nothing is doubled. To change a quantity after the import, record a stock adjustment: Inventory › Stock on hand › Adjust stock.

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A product is not in the catalog yet

Kila says SKU … is not in the catalog. Import the product first. Add or import the product, then import its opening stock. A quantity of 0 is refused too: Quantity "0" must be more than zero. Leave out what you do not have.

Related

• Import products from a spreadsheet: the products first.
• Move to Kila from another system or a daftari: opening stock with your customers’ and suppliers’ balances, on one cut-over day.
• Count stock: counting the shelves, with recounts and an approver.
• See your stock on hand: what Kila holds now.

Next: Choose how you take money.