GUIDE: Manage Stock in Kitomba What is Stock? Stock includes any physical items you sell to your customers e.g. shampoo, conditioner, oils, candles etc. Stock also includes any disposable items you use to run your business e.g. colours, massage oils, hand wash. Working with stock There are several key areas around working with stock in Kitomba. This guide will cover how to manage each of these areas on your Kitomba. 1. Selling Stock 2. Ordering Stock 3. Checking out Stock for Internal Use 4. Stocktake 5. Work with Categories 6. Work with Suppliers Selling Stock If you already know how to sell stock in Kitomba, you could skip this section. You can sell stock in three different ways. At the same time as invoicing an appointment Using the Make Sale tab in Kitomba Creating an invoice from the Cards Tab Sell stock when invoicing an appointment 1) When you re ready to invoice the customer for their services, right click on the appointment on the calendar and select Make Sale Page 1 of 49 www.kitomba.com v0614 Boutique
2) The Customer Invoice window will pop up. It will already have the information about the customer and what services they had 3) To add a retail item, you can either Scan the item with your barcode scanner or In an empty row on the invoice, click in the description section. Type in the first few letters of the name of the product you are looking for. Keep typing until the right product comes up and then click on it with your mouse to select it. 4) Select your payment method, sales person and add any discounts that may apply. 5) Click Commit. You have now completed the sale! Page 2 of 49 www.kitomba.com v0614 Boutique
Sell stock using the Make Sale tab This is a great option for casual (walk-in) retail sales or retail-only (no appointment) sales to an existing client. If your Kitomba doesn t have the Make Sale tab enabled, follow these steps: 1) Go to the Admin tab in Kitomba 2) Go to Preferences and then Invoicing 3) Tick the show make sale tab (requires restart) box Page 3 of 49 www.kitomba.com v0614 Boutique
4) Click Save at the bottom of the screen 5) Close Kitomba 6) Reopen Kitomba. The Make Sale tab will display at the top of your Kitomba. Once the Make Sale tab is showing in your Kitomba: 1) Click on the Make Sale tab in Kitomba Page 4 of 49 www.kitomba.com v0614 Boutique
2) This will open a blank invoice screen, which will default to the casual customer profile. If you want to assign one of your clients to an invoice (so that you can see their purchase in their history) use the customer search function and select the client. In the example below, the client is Harry Jones. Otherwise, just leave it as casual customer. 3) Add the items you wish to sell either by scanning the item with your barcode scanner or in an empty row on the invoice, click in the description section. Type in the first few letters Page 5 of 49 www.kitomba.com v0614 Boutique
of the name of the product you are looking for. Keep typing until the right product comes up and then click on it with your mouse to select it. 4) Select your payment method, sales person and add any discounts that may apply. 5) Click Commit. You have now completed the sale! Sell stock to a casual customer using the casual customer function in the Cards Tab 1) Go to the Cards tab in Kitomba and click on the Create Casual Invoice button. It looks like a cash register. This will open a blank invoice screen, which will default to the casual customer profile. 2) Add the items you wish to sell either by scanning the item with your barcode scanner or in an empty row on the invoice, click in the description section. Type in the first few letters of the name of the product you are looking for. Keep typing until the right product comes up and then click on it with your mouse to select it. 3) Select your payment method, sales person and add any discounts that may apply. 4) Click Commit. Sell stock to an existing customer using the invoice function from the Cards Tab 1) Go to the Cards tab in Kitomba and search for your customer Page 6 of 49 www.kitomba.com v0614 Boutique
2) When you have found your customer, select them on the left hand side. 3) Click on the Invoice Button. It looks like a capital I. This will open a blank invoice screen, which will show with the customer s details at the top. Page 7 of 49 www.kitomba.com v0614 Boutique
4) Add the items you wish to sell either by scanning the item with your barcode scanner or in an empty row on the invoice, click in the description section. Type in the first few letters of the name of the product you are looking for. Keep typing until the right product comes up and then click on it with your mouse to select it. 5) Select your payment method, sales person and add any discounts that may apply. 6) Click Commit. You have now completed the sale! Check out Stock for Internal Use So that your Kitomba stock levels are up to date, and so you know how much internal product you are using, it s a good idea to tell Kitomba when you have used up some internal stock such as basin shampoo, colour or wax strips. This is called checking out stock for internal use. When you use this feature, you are telling Kitomba what you ve used and when, and Kitomba will adjust your stock levels for you. This makes keeping on top of your supplies and reordering what you need much easier! 1) Go to the Cards tab in Kitomba and then click the Check out Stock for Internal Use button. It looks like two blue shampoo bottles This will open a new window called Stock Internal Use. It s similar to an invoice but there s no payment detail section. Page 8 of 49 www.kitomba.com v0614 Boutique
2) Add items to the stock internal use screen either by scanning the item with your barcode scanner or in an empty row on the invoice, click in the description section. Type in the first few letters of the name of the product you are looking for. Keep typing until the right product comes up and then click on it with your mouse to select it. 3) When you have finished adding items, review the stock you have checked out to check it is correct. 4) Select the designated sales person. This tells Kitomba who checked out the internal stock. Page 9 of 49 www.kitomba.com v0614 Boutique
5) Click Commit That s it! You ve checked out your internal stock and updated your stock levels in Kitomba! Ordering Stock If this is your first stock order in Kitomba, you may like to do a stocktake first so that your stock levels are correct in Kitomba before you start ordering more stock. Step one Check that your Kitomba settings are correct 1) In Kitomba, go to the Admin section. Then go to Preferences and then to Invoicing. 2) Check that the box next to Show Send to Supplier button on Supplier Orders is ticked Important: If you need to tick the box, ensure you click save afterwards. Step Two Create your Stock Order Page 10 of 49 www.kitomba.com v0614 Boutique
1) Click on the Cards tab in Kitomba, and then click on the Work with Suppliers button. It looks like a cardboard box. 2) A list of your suppliers will appear. Click on the supplier you wish to create an order for, e.g. L Oreal 3) Click on the Create Order button at the top of the screen Page 11 of 49 www.kitomba.com v0614 Boutique
4) The Supplier s Order box will pop up. 5) Choose your order type. Automatic order If you want Kitomba to prepare your order for you, this is called creating an Automatic Order. 1) In the first part of the Supplier Order pop up box, select which sort of order you want to create If you would like Kitomba to create a supplier order of enough stock to top up your stock numbers to the minimum level, select Min in the Order Level section If you would like Kitomba to create a supplier order of enough stock to top up your stock numbers to the maximum level, select Max in the Order Level section If you would like Kitomba to create a supplier order of enough stock to top up your stock numbers with the same amount of stock that you have sold or used since a particular date, select Amount Sold/Used Since and then select the date you wish to replace stock from. For example, if you order stock fortnightly you Page 12 of 49 www.kitomba.com v0614 Boutique
could set the date to be the date of your last order. This will order enough stock to replace what you have used/sold since you last ordered. 2) Select Create Order Automatically 3) Kitomba will prepare the order for you. It will look like this: You ll see that each row is a product supplied by L Oreal that Kitomba knows needs to be ordered, and in the Qty (quantity) column, it shows the number of this stock item that need to be ordered in order to bring your stock levels up. You can click inside the Qty (quantity) box next to the item if you want to change the order number. For example, you might have an upcoming retail promotion on Kerastase Home Care, so you may want to increase your Page 13 of 49 www.kitomba.com v0614 Boutique
stock levels a bit more so you have enough stock on hand. 4) When you have finished adding items, review your order to check it is correct. 5) Click Commit. This saves the order. 6) Select Send to Supplier. If your supplier is set up to receive orders electronically from Kitomba, Kitomba will send the order to your supplier electronically. If your supplier is not set up to receive orders electronically, Kitomba will give you the option to save your order as a file on your computer, which you can then send to the supplier by email, fax or post. 7) The order you created will now show beneath the supplier in the Work with Suppliers section Manual order If you want to be presented with a blank order screen which you can add products to yourself, this is called creating a manual order. Page 14 of 49 www.kitomba.com v0614 Boutique
1) Select Create Order Manually. 2) You will be given a blank supplier order like this: 3) To add items to your order you can either scan the item with your barcode scanner or in an empty row on the order, click in the description section. Type in the first few letters of the name of the product you are looking for. Keep typing until the right product comes up and then click on it with your mouse to select it. Page 15 of 49 www.kitomba.com v0614 Boutique
4) Kitomba will show you how many of this stock item it has on hand. In the Qty (quantity) column, add the number of this stock item you want to order. 5) When you have finished adding items, review your order to check it is correct. 6) Click Commit 7) Select Send to Supplier. If your supplier is set up to receive orders electronically from Kitomba, Kitomba will send the order to your supplier electronically. If your supplier is not set up to receive orders Page 16 of 49 www.kitomba.com v0614 Boutique
electronically, Kitomba will give you the option to save your order as a file on your computer, which you can then send to the supplier by email, fax or post. 8) The order you created will now show beneath the supplier in the Work with Suppliers section Step Three Check in (Receipt) Your Stock Checking in your stock tells Kitomba that the stock has arrived. Kitomba will update your stock levels based on what was ordered. 1) When the order arrives, check that everything you ordered has been received. Make a note of any differences. 2) Find the order you created by going to the Cards tab in Kitomba and then clicking on Working with Suppliers then selecting the supplier e.g. L Oreal. You ll see a list of orders the order you need will have a green O icon which means it has been ordered but not yet checked in. Page 17 of 49 www.kitomba.com v0614 Boutique
3) Click Check In at the bottom of your screen This will turn the order icon from green to brown to show it has been checked in. 4) If you have received a different amount of items than you ordered, make the change in the Qty (quantity) column next to the item. For example, if you ordered 3 Auburn Hair Mascaras but only 2 were delivered, click into the Qty box to change the amount from 3 to 2 5) When you have finished making adjustments to your order, and you re satisfied that what is on the screen matches what was actually received from your supplier, click Commit Page 18 of 49 www.kitomba.com v0614 Boutique
at the bottom of the screen. This will show the Supplier s Invoice.This invoice updates your stock on hand levels in Kitomba. Congratulations! You have completed a stock order! Stocktake Stocktaking regularly and telling Kitomba the results of your stocktake helps you keep track of your stock and its value, and helps create accurate stock orders because Kitomba then knows what stock you have on hand and what you need to order in to ensure you don t run out. Stocktaking and making adjustments can be done by category, rather than stocktaking your entire inventory in one go. For example, doing one category per week is a faster, more manageable way of stocktaking. 1) Go to the Cards tab and click the Work with Products and Vouchers button. 2) Click onto the category that you would like to stocktake. In this example we are doing a stock take for the whole of L`Oreal, but you could also do this by the smaller sub categories e.g. Richesse. Page 19 of 49 www.kitomba.com v0614 Boutique
3) Select Run Stock Take Report for this Category. The button has a picture of a clipboard, pen and bottle. This will open the Reports tab and display a report of all the stock in the category you ve selected, with boxes next to each item. You can then print off the report and use it as a handy form for filling in your stock actual stock levels after you do a stocktake of your supplies. This step is optional you may have other ways of recording your stock levels. 4) Once you have your actual stock levels, you need to give them to Kitomba. Back in the Work with Products and Vouchers section, click on the category that you just did a stocktake for. 5) Select the Stocktake Category and enter Stocktake results as an Adjustment button. The button has a red arrow and a green arrow. 6) A new screen called Edit Category Items will pop up. If you want to add stock take results for all the items in the category, select Everything from the menu next to Select which item types to modify. Otherwise, choose Retail or Professional depending on your preference. Page 20 of 49 www.kitomba.com v0614 Boutique
7) Leave the setting of current category in the menu next to choose category. This ensures you are adding the right category s stock levels in Kitomba. Page 21 of 49 www.kitomba.com v0614 Boutique
8) The stock adjustments window will open This is a list of all of the items in the category you have selected to stocktake. In the Expected column you will find the numbers of each stock item that Kitomba thinks you have in stock. This is based on the last stock numbers you gave it, less any sales or internal use 9) In the Actual column, next to each item, type the actual number of the stock item that you have. Kitomba will add or subtract the right amount from the Expected column so that its records are up to date. The amount that it adds or subtracts is shown in the Adjust column. Page 22 of 49 www.kitomba.com v0614 Boutique
In this example, Kitomba expects you to have 1 of the SE SHINE BLONDE SHAMPOO 250ML in stock. After counting your stock you ve found you don t have any left, so you ve entered 0 in the Actual column. Kitomba has automatically subtracted 1 from its records (shown as -1 in the Adjustment column) so that after you save your changes, the stock level for SE SHINE BLONDE SHAMPOO 250ML will be 0. 10) Continue entering the actual amounts in the Actual column until you ve finished all the items in the category. 11) Click Commit. This saves your changes and adjusts all your stock levels for that category to match what you actually have in stock. Work with Products To add a new product 1) Click on the Cards tab in Kitomba, and then click on the Work with Products and Vouchers button. 2) Click on the Products folder 3) In the top right hand corner of the screen, click Create Retail Product or Create Professional Product 4) Complete the Product card, ensuring you select the right category or subcategory for your product. In the example below we have selected the Richesse category. Ensure you select the supplier too. Page 23 of 49 www.kitomba.com v0614 Boutique
5) When you have completed the product card, click Save To edit an existing product 1) Click on the Cards tab in Kitomba, and then click on the Work with Products and Vouchers button. Page 24 of 49 www.kitomba.com v0614 Boutique
2) Click on the Products folder 3) Select the category of the product you wish to edit, and then select the product. You can also search for it in the name field like this: 4) The product card will appear on the right. Make the changes you need. In this example we have changed the price of Bio Touch Volume Shampoo. You could also change the category or supplier, cost price or stock levels. Page 25 of 49 www.kitomba.com v0614 Boutique
5) When you have finished making changes, click Save To deactivate an existing product 1) Click on the Cards tab in Kitomba, and then click on the Work with Products and Vouchers button. 2) Click on the Products folder 3) Select the category of the product you wish to edit, and then select the product. You can also search for it in the name field like this: Page 26 of 49 www.kitomba.com v0614 Boutique
The product card will appear on the right. 4) Click Deactivate at the bottom of your screen The product you just deactivated will now show in grey, italicised text to show that it is deactivated. Page 27 of 49 www.kitomba.com v0614 Boutique
To reactivate a deactivated product 1) Click on the Cards tab in Kitomba, and then click on the Work with Products and Vouchers button. 2) Click on the Products folder 3) Select the category of the product you wish to edit, and then select the product. You can also search for it in the name field like this: Page 28 of 49 www.kitomba.com v0614 Boutique
Ensure hide deactivated isn t ticked. The product card will appear on the right. 4) Click Reactivate at the bottom of your screen You will see that the category you just reactivated now shows in standard text Set Minimum and Maximum Stock Levels for a single product 1) Click on the Cards tab in Kitomba, and then click on the Work with Products and Vouchers button. Page 29 of 49 www.kitomba.com v0614 Boutique
2) Search for the product you wish to set the stock levels for either by using the product search or searching within the category folders 3) Click on the product to open its product card 4) In the Min Level box, enter the minimum number of this item that you want to have on hand at any one time. 5) In the Max Level box, enter the maximum number of this item that you want to have on hand at any one time. Page 30 of 49 www.kitomba.com v0614 Boutique
6) In the Order Lot box, enter the number of items that the supplier requires you to order each time. For example, colour sachets sometimes have to be ordered in bundles of 20, so the order lot would be 20. 7) Click Save Work with Product Categories To add a product category 1) Click on the Cards tab in Kitomba, and then click on the Work with Products and Vouchers button. 2) At the top right hand side of the screen, click Create Category 3) A Category screen will appear. This is where you put in the details of the product category. If you want the category to be a subcategory of another one (e.g. Richesse would be a subcategory of L Oreal) then you need to select the parent category. This means selecting the category you want the new category to be in. In the example below, we ve selected L Oreal as the Parent Category. Page 31 of 49 www.kitomba.com v0614 Boutique
4) Click Save To edit a product category 1) Click on the Cards tab in Kitomba, and then click on the Work with Products and Vouchers button. A list of product categories will be displayed: 2) Click on the category you wish to edit. In this example we want to edit the category called Example Category. Page 32 of 49 www.kitomba.com v0614 Boutique
3) On the right hand side of your screen, the Category card will show. Make any changes you need. In this example we ve changed the name of Example Category to Renamed Category 4) Click Save 5) The category will now show with its new details. If you have changed its name, you will see this in the category list To deactivate a product category Note: you can t deactivate a category until you have deactivated all of the products within it, or moved them to another category. 1) Click on the Cards tab in Kitomba, and then click on the Work with Products and Vouchers button. Page 33 of 49 www.kitomba.com v0614 Boutique
A list of product categories will be displayed: 2) Click on the category you wish to deactivate. In this example we want to remove the category called Example Category. 3) Click Deactivate at the bottom of your screen You will see that the category you just deactivated now shows in grey, italicised text like this: Page 34 of 49 www.kitomba.com v0614 Boutique
To reactivate a deactivated category 1) Click on the Cards tab in Kitomba, and then click on the Work with Products and Vouchers button. A list of product categories will be displayed: Deactivated categories show in grey, italicized text like this one: Page 35 of 49 www.kitomba.com v0614 Boutique
2) Click on the category you wish to reactivate. In this example we want to reactivate the category called Example Category. 3) Click Reactivate at the bottom of your screen You will see that the category you just reactivated now shows in standard text 4) Click Save Set Minimum and Maximum Stock Levels for a product category 1) Click on the Cards tab in Kitomba, and then click on the Work with Products and Vouchers button. Page 36 of 49 www.kitomba.com v0614 Boutique
2) Select the category you wish to set stock levels for 3) On the right hand side of the screen, you will see the Category card. Click on the Set Max, Min & Order Lot levels for this category button. Page 37 of 49 www.kitomba.com v0614 Boutique
4) From the drop down menu next to Select which item types to modify, choose whether you want to modify the stock level s for all items in the category, or just the retail products or just the professional products 5) In the Min Level box, enter the minimum number of this category of products that you want to have on hand at any one time. Page 38 of 49 www.kitomba.com v0614 Boutique
6) In the Max Level box, enter the maximum number of this category of products that you want to have on hand at any one time. Page 39 of 49 www.kitomba.com v0614 Boutique
7) If there is an Order Lot that applies to the whole category, enter this in the Order Lot box. Page 40 of 49 www.kitomba.com v0614 Boutique
8) Click Ok Work with Suppliers To add a new supplier 1) Click on the Cards tab in Kitomba, and then click on the Work with Suppliers button. It looks like a cardboard box. 2) Select Create a Supplier Page 41 of 49 www.kitomba.com v0614 Boutique
3) This will open a screen called the Supplier Card. Complete the supplier card with all the information you have about your supplier, such as their business name, contact person, telephone numbers, account number and so on. If you would like Kitomba to send any stock orders you create directly to the supplier, you will need to supply an email address for the supplier. 4) Click Save. To set a supplier for a whole product category 1) Click on the Cards tab in Kitomba, and then click on the Work with Products and Vouchers button. 2) Select the category you wish to set the supplier for Page 42 of 49 www.kitomba.com v0614 Boutique
3) On the right hand side of the screen, you will see the Category card. Click on the Set Supplier for this Category 4) Choose the appropriate supplier from the drop down menu Page 43 of 49 www.kitomba.com v0614 Boutique
5) Click Ok To edit an existing supplier 1) Click on the Cards tab in Kitomba, and then click on the Work with Suppliers button. It looks like a cardboard box. 2) A list of your suppliers will be displayed. Click on the one you wish to edit. Page 44 of 49 www.kitomba.com v0614 Boutique
3) The supplier card will be displayed. 4) Make your changes and click Save. To deactivate an existing supplier 1) Click on the Cards tab in Kitomba, and then click on the Work with Suppliers button. It looks like a cardboard box. 2) A list of your suppliers will be displayed. Click on the one you wish to edit. Page 45 of 49 www.kitomba.com v0614 Boutique
3) The supplier card will be displayed. 4) Click Deactivate at the bottom of the card. The deactivated supplier will now show in your supplier list in a grey, italics text Page 46 of 49 www.kitomba.com v0614 Boutique
To reactivate a deactivated supplier 1) Deactivated suppliers will show in your supplier list in a grey, italics text. 2) Click Reactivate at the bottom of the card Page 47 of 49 www.kitomba.com v0614 Boutique
3) Click Save 4) You will see that the supplier you just reactivated now shows in standard text Page 48 of 49 www.kitomba.com v0614 Boutique
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